Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
08.05.19
CITY COUNCIL SPECIAL MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, August 5, 2019 6:00 P.M. ORDER OF BUSINESS (I) Roll Call – Begin with Alderman Fiske (II) Mayor Public Announcements and Proclamations (III) City Manager Public Announcements Interfaith Action of Evanston Presentation – “The Community Discovery Project” (IV) Communications: City Clerk (V) Public Comment Members of the public are welcome to speak at City Council meetings. As part of the Council agenda, a period for public comments shall be offered at the commencement of each regular Council meeting. Public comments will be noted in the City Council Minutes and become part of the official record. Those wishing to speak should sign their name and the agenda item or non- agenda topic to be addressed on a designated participation sheet. If there are five or fewer speakers, fifteen minutes shall be provided for Public Comment. If there are more than five speakers, a period of forty-five minutes shall be provided for all comment, and no individual shall speak longer than three minutes. The Mayor will allocate time among the speakers to ensure that Public Comment does not exceed forty-five minutes. The business of the City Council shall commence forty-five minutes after the beginning of Public Comment. Aldermen do not respond during Public Comment. Public Comment is intended as a forum for residents to share their perspective in a respectful and civil manner. Public comments are requested to be made with these guidelines in mind. 1 of 445 City Council Agenda August 5, 2019 Page 2 of 10 (VI) Consent Agenda CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council Meeting of July 15, 2019 and July 22, 2019 For Action (A5) Contract Award with Federal Signal Corporation for the Emergency Siren System Staff recommends City Council authorize the City Manager to execute a contract for the Emergency Siren System (RFP 19-33) with Federal Signal Corporation (2645 Federal Signal Drive, University Park, IL) in the amount of $187,508. Funding will be provided from the Capital Improvement Fund 2019 General Obligation Bonds. This item was budgeted at $175,000, all of which is remaining. Additional funding is available from savings in other projects. A detailed breakdown is included in the corresponding transmittal memorandum. For Action (A6) Replacement of One Public Works Agency Hook Truck Vehicle Staff recommends City Council approve the purchase of one (1) hook lift truck with a dump body and spreader body for daily use by the Public Works Agency for forestry and snow operations. The replacement vehicle will be purchased from JX Peterbilt (42400 Old Hwy 41, Wadsworth, IL 60083) in the amount of $251,290 through the Sourcewell joint purchasing contract. Funding for this vehicle will be from the Equipment Replacement Fund (Account 601.19.7780.65550) with a budget of $1,622,977. For Action (A7) Contract Award with We Got Game, LLC for the Evanston Athletics Program at the Robert Crown and Chandler-Newberger Centers Staff recommends City Council authorize the City Manager to execute an agreement with We Got Game, LLC (3553 W. Peterson Ave #106, Chicago, IL 60659) for the City of Evanston Athletics Programs run at Robert Crown and Chandler-Newberger Centers. The contract is for three (3) years with a mutual option to renew for two (2) additional one (1) year options. The contract period will run from January 6, 2020 through December 31, 2022. Revenue from program registrations are deposited into General Fund Accounts 100.30.3035.53565 and 100.30.3030.53565 and instruction expenses are paid from 100.30.3035.62505 and 100.30.3030.62505. Compensation for the vendor varies based on the type of program and number of weeks the camps/programs operate and will work within the fee structure already in place by the City and is based on the percentages of resident rate revenues collected from program registrations. For Action 2 of 445 City Council Agenda August 5, 2019 Page 3 of 10 (A8) Contract Award with Robothink, LLC for the Evanston Robotics and Coding Camp at the Chandler-Newberger Center Staff recommends that City Council authorize the City Manager to execute an agreement with Robothink, LLC (37 Sherwood Terrace, Ste 123, Lake Bluff, IL 60046) for the City of Evanston Robotics and Coding Camps at the Chandler- Newberger Center. The contract is for three (3) years with a mutual option to renew for two (2) additional one (1) year options. The contract period will run from January 6, 2020 through December 31, 2022. Revenue from program registrations are deposited into General Fund Chandler Account 100.30.3035.53565 and instruction expenses are paid from Account 100.30.3035.62505. Compensation from the vendor is based on the percentages of resident rate revenues collected from program registrations. For Action (A9) Approval of Special Event Request, The Main-Dempster Mile’s Last Days of Summer Concert Staff recommends approval of a special event request from The Main-Dempster Mile to block Sherman Avenue from Dempster Street to Greenwood Avenue, to hold a summer concert and street fair on Friday, August 23, 2019 from 4 p.m. to 8 p.m., contingent upon compliance of all requirements as set forth by the Special Event Policy & Guidelines. Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. These fees are waived for City events and City co-sponsored events. For Action (A10) Sole-Source Agreement for Cisco SmartNet Software Support Staff recommends City Council approval of the purchase of CiscoSmartNet annual licenses and software from CDW (120 S. Riverside, Chicago, IL 60606) in the amount of $33,842.58. This agreement provides support for the City’s essential computer networking system and covers the period September 15, 2019 through September 15, 2020. CDW is the current State Bid Contract Provider for these services as of July 2019 and the renewal price represents a reduction of 29% from last year’s cost of $47,509. Funding is provided by the IT Division, Computer Licensing and Support Fund (Account 100.19.1932.62340), which has an approved FY 2019 budget of $550,000 and a YTD balance of $84,236.41. For Action 3 of 445 City Council Agenda August 5, 2019 Page 4 of 10 (A11) Entrepreneurship Support Program Application The Economic Development Committee recommends City Council approve financial assistance through the Entrepreneurship Support Program in the total amount of $3,160 for the following applicants: Charrisse Roberson, Gettwisted Designs - $2,160 and Rachel Holmes, Confidence Now Consulting - $1,000. Staff recommends utilizing the Economic Development Entrepreneurship Support Fund (Account 100.21.5300.62664). The approved 2019 Fiscal Year Budget allocated $50,000 to this account. To date, $4,449.42 has been spent, leaving a remaining balance of $45,505.58. For Action (A12) Evanston Great Merchant Grant The Economic Development Committee recommends City Council approval of financial assistance through the Great Merchant Grant for an amount not to exceed $250 to the Howard Street Business Association. Staff recommends utilizing the Economic Development Business District Improvement Program (Account 100.21.5300.65522). The approved 2018 Fiscal Year Budget allocated $150,000 to this account. To date, $37,995.47 has been spent from this account, leaving $112,004.53 available for expenditure. For Action (A14) Resolution 83-R-19, Authorizing the City Manager to Pay Bills, Fund Payroll and Pay City Credit Card Invoices for the Period of July 23, 2019 through August 30, 2019 Staff recommends City Council adoption of Resolution 83-R-19, authorizing the City Manager to pay bills, fund payroll and pay City credit card Invoices for the period of July 23, 2019 through August 30, 2019. For Action (A15) Resolution 85-R-19, Northwestern University Easement Agreement for Sheridan Road Utility Crossing at Emerson Street Staff recommends City Council adopt Resolution 85-R-19 authorizing the City Manager to execute an easement agreement with Northwestern University (NU) for a utility easement on Sheridan Road and in the alley north of Clark Street east of Chicago Avenue. The easement would allow NU to install a chilled water piping system. The easement would be granted for a 30-year period. No City funding is required for this easement. Northwestern University will fund the project and will be assessed a one-time easement fee of $121,951.21. For Action (A16) Resolution 84-R-19, Amending City Council Rules to Address the Number of Votes Necessary to Pass an Ordinance City staff recommends City Council adoption of Resolution 84-R-19, amending City Council Rule 20, “Ordinances,” to state that an ordinance is approved if passed by a majority of alderman present. For Action 4 of 445 City Council Agenda August 5, 2019 Page 5 of 10 (A17) Ordinance 78-O-19, Amending Portions of the City Code to Set Rates for Football Parking The Transportation & Parking Committee and staff recommend City Council adoption of Ordinance 78-O-19, amending portions of the City Code to set rates for football parking. The amendment will waive parking fees in Lot 54 on dates of Northwestern University football games for Evanston registered vehicles that have a paid Wheel Tax. Vehicles not registered in Evanston will be considered Non-Evanston resident and will be charged $20 - $40 per parking space on a first come first served basis, based on demand for the game. Specific rates for each game will be determined ahead of time and posted on the City’s website and in the parking lot. For Introduction (A18) Ordinance 86-O-19, Amending Sections of the City Code to Allow Parking on Portions of Pitner Avenue Alderman Fleming requests City Council adoption of Ordinance 86-O-19, amending sections of the City Code to allow parking on a portion of Pitner Avenue. The Ordinance will allow for two hour parking on the east side of Pitner Avenue from Cleveland Street south to the alley from 6:00 a.m. to 9:00 p.m. For Introduction (A20) Ordinance 80-O-19, Sale of Surplus Property Fleet Vehicles Staff recommends City Council adoption of Ordinance 80-O-19, directing the City Manager to offer the sale of vehicles owned by the City through public auction at the Northwest Municipal Vehicle Auction being sponsored by America’s Auto Auctions on Tuesday, August 13, 2019 or any other subsequent America’s Online Auction. The City has determined these vehicles are no longer necessary, practical, or economical, nor in the best interest of the City, to retain ownership. These vehicles are deemed surplus as they were replaced by new vehicles being put into service or are vehicles that were taken out of service for safety reasons with the intention of eventual replacement. The City Manager requests suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. For Introduction and Action (A21) Ordinance 81-O-19, Granting a Special Use Permit for Commercial Indoor Recreation Facility at 2510 Green Bay Road The Zoning Board of Appeals and City staff recommends adoption of Ordinance 81-O-19 granting special use approval for a Commercial Indoor Recreation Facility, Lock Chicago, in the B1a Business District and oCSC Central Street Overlay District. The applicant has complied with all zoning requirements and meets all of the standards for a special use for this district. Ald. Revelle requested suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. For Introduction and Action 5 of 445 City Council Agenda August 5, 2019 Page 6 of 10 (A23) Ordinance 76-O-19, Amending Various Sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) The Liquor License Commissioner recommends City Council adoption of Ordinance 76-O-19, amending various sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) by (1) updating the definitions of “combination restaurant/package store” and University Area; (2) adding the definition of a “commercial recreation facility;” (3) changing the location restriction and fee associated with a Class V License; (4) amending the Class W license to permit alcohol sale at outdoor recreational facilities; and (5) removing the Class X license as the same activities are now included in the definition of a commercial recreation facility. For Action (A24) Ordinance 63-O-19, Amending Various Portions of the City of Evanston Zoning Ordinance to Update the Definition of Craft Alcohol Production Facility The Plan Commission and staff recommend City Council adoption of a Zoning Ordinance Text Amendment to revise language in the definition of Craft Alcohol Production Facilities. For Action (A25) 2019 Emergency Solutions Grant Allocations The Housing & Homelessness Commission and staff recommend City Council approve the 2019 Emergency Solutions Grant (ESG) allocations totaling $151,731: $138,497 to two social services agencies (Connections for the Homeless and the YWCA Evanston/North Shore) that provide housing and services for individuals and families who are homeless or at risk of homelessness, and $11,380 to the City of Evanston for grant administration. Funding source is the City’s 2019 Emergency Solutions Grant entitlement allocation in the amount of $151,731 from the U.S. Department of Housing & Urban Development; with individual account numbers for external agencies funded and City administrative costs. For Action (A28) Review of Police Complaints by the Citizen Police Advisory Committee The Chief of Police recommends the City Council accept and place on file the Review of Police Complaints by the Citizen Police Advisory Committee. For Action: Accept and Place on File (A30) Tenant-Based Rental Assistance Program Report Staff recommends the City Council accept and place on file the City’s Tenant- Based Rental Assistance (TBRA) Program, administered by Connections for the Homeless. Funding is from the HOME Investment Partnerships Program (Account 240.21.5430.65535). For Action: Accept and Place on File 6 of 445 City Council Agenda August 5, 2019 Page 7 of 10 (A31) Death Notification Process of the Human Services Advocates Staff recommends that City Council accept and place on file the death notification process of the Human Services Advocates. For Action: Accept and Place on File (VII) Items for Consideration ITEMS FOR CONSIDERATION (A1) Social Services Review Recommendation The Social Services Core Committee recommends the City Council to approve the following recommendations: 1) Resident-focused intake process; 2) Community Engagement; 3) Prioritize Mental Health Board and CDBG Public Services Funding to External Partners; 4) Health and Human Services Department Realignment. For Action (A2) 2019 Mid-year Budget Update Staff recommends the City Council accept and place on file the 2019 Midyear Budget Update. For Action: Accept and Place on File (A3) 2019-2020 Mid-year City Council Goals Update Staff recommends the City Council accept and place on file the 2019-2020 City Council Goals update. For Action: Accept and Place on File (A4) Contract Award with Bodala, LLC for Fleetwood-Jourdain Interior Renovations Staff recommends City Council authorize the City Manager to execute a contract for the Fleetwood-Jourdain Community Center Interior Renovation (RFP 19-13) with Bodala, LLC dba Central Rug and Carpet (3006 Central Street, Evanston, IL) in the amount of $599,000. Funding is available in the amount of $440,000 from Good Neighbor Funds and $160,000 from the 2019 General Obligation Bond. A detailed breakdown is included in the corresponding transmittal memorandum. For Action 7 of 445 City Council Agenda August 5, 2019 Page 8 of 10 (A13) Resolution 82-R-19, Endorsing the Application of Oxcart, LLC (dba Hewn) to the Cook County Assessor for Class 6b Status Designation for Commercial Development of the Vacant Property Located at 1731 Central Street Staff recommends the adoption of Resolution 82-R-19, “Endorsing the Application of Oxcart, LLC (dba Hewn) to the Cook County Assessor for Class 6b Status Designation for Commercial Development of the Vacant Property Located at 1731 Central Street, Evanston, Illinois.” For Action (A19) Ordinance 79-O-19, Creating Title 2, Chapter 15 of the Evanston City Code Forming a “Citizen Police Review Commission” Staff recommends City Council adoption of Ordinance 79-O-19, creating Title 2, Chapter 15 of the Evanston City Code Forming a “Citizen Police Review Commission.” For Introduction (A22) Ordinance 82-O-19, Major Adjustment to a Planned Development, 1815 Oak Avenue Plan Commission and Staff recommend adoption of Ordinance 82-O-19 for approval of a Major Adjustment to a Planned Development originally approved by ordinance 47-O-16. The adjustment includes an increase in FAR to 4.47 (originally approved at 4.35 and subsequently reduced via a Minor Adjustment to 3.97 in 2017), an increase in parking spaces from 67 to 70 (including 2 compact spaces), an increased side yard setback (south) from 4 feet to 5 feet, and a reduction of dwelling units from 102 to 43 (for a reduced total of 161 units/rooms from 163), eliminating the site development allowance for maximum number of dwelling units. Ald. Braithwaite requested suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. For Introduction and Action (A26) Equity & Empowerment Commission Status Report The Equity and Empowerment Commission recommends the City Council receive this update report based on public comment and priorities identified at its subcommittee meetings and July 18, 2019 Commission meeting regarding policies and actions to begin to remedy the City’s role in historical and institutional racism and discrimination. For Action: Accept and Place on File (A27) City Council Agenda Management Process Update Staff recommends City Council accept and place on file the City Council agenda management process update. For Action: Accept and Place on File 8 of 445 City Council Agenda August 5, 2019 Page 9 of 10 (A29) 2019 Mental Health Board Report and 2020 Update Staff recommends the City Council accept and place on file the 2019 Mental Health Board (MHB) funding and changes in the MHB funding process for 2020. For Action: Accept and Place on File (A32) Diversity and Inclusion Policy for City Boards, Committees and Commissions Staff seeks direction from City Council regarding the development of a diversity and inclusion policy for City Boards, Commissions and Committees. For Discussion (A33) Healthy Work Environment Complaint Discussion Ald. Fleming has requested information about the complaint process for employee complaints, including Healthy Work Environment (HWE) complaints. For Discussion APPOINTMENTS (APP1) Plan Commission - John Hewko John Hewko is the General Secretary and CEO of Rotary International, a global network of 1.2 million people working to solve world problems. During his time at Rotary, John has worked to better integrate the organization into the Evanston community, opening up Rotary facilities for community events and increasing staff participation in local projects and services. Prior to Rotary, John worked as an international partner for Baker & McKenzie, one of the world’s largest law firms. He currently serves on the Board of Trustees for Western Reserve Academy and the Ukrainian Catholic University. John holds a B.A. from Hamilton College, a Master’s degree from Oxford University, and a J.D. from Harvard University. For Action (VIII) Call of the Wards (Aldermen shall be called upon by the Mayor to announce or provide information about any Ward or City matter which an Alderman desires to bring before the Council.) {Council Rule 2.1(10)} (IX) Executive Session (X) Adjournment 9 of 445 City Council Agenda August 5, 2019 Page 10 of 10 MEETINGS SCHEDULED THROUGH AUGUST 2019 Upcoming Aldermanic Committee Meetings 8/12/2019 6:00 PM Administration & Public Works, Planning & Development, City Council - CANCELLED 8/15/2019 6:30 PM Equity & Empowerment Commission 8/20/2019 7:00 PM Housing & Community Development Act Committee 8/21/2019 6:30 PM Minority W omen & Evanston Business Enterprise Development Committee - CANCELLED 8/21/2019 7:00 PM Affordable Housing Plan Steering Committee 8/28/2019 6:00 PM Transportation and Parking Committee 8/28/2019 7:30 PM Economic Development Committee Information is available about Evanston City Council meetings at: www.cityofevanston.org/citycouncil. Questions can be directed to the City Manager’s Office at 847-866-2936. The City is committed to ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please contact the City Manager’s Office 48 hours in adv ance so that arrangements can be made for the accommodation if possible. 10 of 445 SPECIAL CITY COUNCIL MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, July 15th, 2019 Present: Alderman Fiske Alderman Revelle Alderman Braithwaite Alderman Rainey Alderman Wynne Alderman Fleming Alderman Wilson Alderman Suffredin Alderman Rue Simmons (9) Absent: Presiding: Mayor Stephen Hagerty Devon Reid City Clerk 11 of 445 Mayor’s Public Announcements Mayor Hagerty Announcements: Thanked the owners of Happy Husky bakery for their years of service in the community. Said the bakery would be closing at the end of the month. Lastly, Mayor Hagerty read a statement related to Resolution 78-R-19. Watch City Manager’s Public Announcements City Manager Wally Bobkiewicz had no announcements. Watch City Clerk’s Communications City Clerk had 1 Communication: The Clerk’s Office will be hosting an event on July 17 starting at 6 p.m in the Parasol Room. The event will focus on an ethics ordinance, lobbying ordinance and whistleblower ordinance. Watch Public Comment Michael Vasilko Claimed City Council has been harassing Clerk Reid. Wants Clerk Reid to be named the sole FOIA Officer for the city. Watch Conor Malloy Stated his objections to the time, money and geography with the proposal with Beacon Academy regarding Robert Crown. Watch Alyce Barry Voiced her opposition to Resolution 78-R-19 Watch Harris Miller Asked City Council to vote against Resolution 78-R-19. Claims there are double standards for elected officials. Suggested that Resolution 72-R-19 be tabled and language be included to address disabilities which are not physical. Watch Shawn Jones Stated he understands the public's support for Clerk Reid but asked they consider the city staff who are being hurt by the harassment of Clerk Reid. Refuted the allegations made by Clerk Reid who said he was asked to resign during a private meeting with two Alderman. Said he was present at the meeting and nobody asked Clerk Reid to resign. Watch 12 of 445 Misty Witenberg Believes city staff and City Council members should be held accountable for violating laws or City Council rules. Said there isn’t a due process in the censuring of the City Clerk. Watch Janet Kirby Stated there should be due process for the censuring of Clerk Reid. Suggested hiring an independent firm to investigate the allegations. Watch Daniel Joseph Stated it was difficult for him to register for public comment on the city website. Asked Clerk Reid to be consistent for public comment registration. Watch Fuschia Winston Expressed her frustrations with City Council members. Watch Lori Keenan Spoke about the proposed censuring of Clerk Reid. Said a few City Council members were in violation of City Council rules and none of them were censured. Watch Jackson Paller Said he is troubled by the alleged treatment towards Clerk Reid. Asked why other City Council members haven’t been censured for unprofessional behavior. Wants a public discussion for the censuring of Clerk Reid. Watch Mary Rosinski Shared her concerns over the equitable process in the City of Evanston. Claims the allegations against Clerk Reid may not be accurate. Watch Ray Friedman/Betty Ester Talked about decorum in Evanston. Watch James Englemen Opposed citizen comment to be received via electronic communications. Said it would cause meetings to run longer than necessary. Watch Kiera Kelly Shared her remarks on Resolution 78-R-19. Claimed there were double standards for the censuring of Clerk Reid. Referenced other instances where she believed violations by City Council members were met without any repercussions. Watch Yvi Russel Stated there has been no public discussion or evidence presented for the proposed censuring of Clerk Reid. Claims there is a lack of information which is provided by the city and also claims the city is destroying records. Wants an independent third-party to make recommendations on the allegations brought on against Clerk Reid. Watch Bill Keesom Talked about the water rates in Evanston. Claimed the water rates are discriminatory against multi-unit buildings. Suggested making the rates based on the number of residents designated to a water meter. Watch 13 of 445 Darlene Cannon Asked City Council to vote against Resolution 78-R-19. Watch Meg Welch Spoke on Resolution 78-R-19 and claims it would politically damage Clerk Reid. She also claimed it’s favoritism and lack of impartiality by the city. Watch Jane McCarthy Asked City Council to vote against Resolution 78-R-19. Watch Madeline Ducre Shared her remarks on Evanston’s Welcoming City Ordinance. Watch Kris Kruger Voiced his support for Clerk Reid. Watch Ally Harned Stated that residents who participate in City Council are looking to be heard on the issues that are important to them. Said she will be disappointed with City Council if they allow the deal with Beacon Academy to go through. Lastly, she voiced her opposition to the censuring of Clerk Reid. Watch Carla Thomas Shared her opinion on the proposed censuring of Clerk Reid. Believes the City Council has taken steps to discredit Clerk Reid. Claims there are double standards being played on City Council. Watch Special Order of Business (SP1) Approval of City Council Minutes Approval of Minutes of the Regular City Council Meeting of July 9, 2019. For Action Passed 7-0 Watch (SP2) Inclining Block Water Rate Staff recommends that the City Council consider establishing an inclining block water rate structure that would increase water rates based on water consumption while allowing the establishment of an affordable combined water and sewer rate. For Discussion Watch 14 of 445 (SP3) Resolution 76-R-19, Local Agency Agreement for Federal Participation with the Illinois Department of Transportation for the Central Street Bridge Replacement Project and Authorizing Funding to Purchase Property City Council approved Resolution 76-R-19 authorizing the City Manager to sign a Local Public Agency Funding Agreement for Federal Participation with the Illinois Department of Transportation (IDOT) for the Central Street Bridge Replacement Right-of-Way Purchase for a not-to-exceed cost of $700,000. The Agreement establishes the maximum grant funding at 80% of the right-of-way purchase (up to $560,000), and commits the City of Evanston to fund the remainder. Funding will be from the Capital Improvement Fund 2019 General Obligation Bonds which has a budget of $560,000 for this project (Account No. 415.40.4119.62415 – 416513). The City will ultimately be responsible for only 20% of the cost ($140,000). The remaining 80% of the acquisition cost ($560,000) is funded through the Surface Transportation Program – Bridge Program (STP-BR) federal grant funds. The City will be invoiced its share of the cost by IDOT as the work is completed. For Action Passed 9-0 Motion: Ald. Rue Simmons Watch (SP4) Resolution 77-R-19, Amendment to the Preliminary Engineering Services Agreement for the Central Street Bridge Phase II Engineering City Council approved Resolution 77-R-19 authorizing the City Manager to Sign an Amendment to the Preliminary Engineering Services Agreement for Federal Participation with the Illinois Department of Transportation and Stanley Consultants, Inc. for the Central Street Bridge Phase II Engineering in the amount of $67,200. This will increase the overall contract amount from $519,512 to $586,712 of which 80% is funded by federal funds. Funding will be provided from the Capital Improvement Fund 2019 General Obligation Bonds for the Central Street Bridge Engineering Services, which has a budget of $560,000 for this project (Account No. 415.40.4119.62415 – 416513). The City will ultimately be responsible for only 20% of the cost ($13,440). The remaining 80% of the change order amount ($53,760) is funded through the Surface Transportation Program – Bridge Program (STP-BR) federal grant funds and will be reimbursed to the City upon completion of the work. For Action Passed 9-0 Motion: Ald. Revelle Watch 15 of 445 (SP5) Ordinance 46-O-19, Amending City Code Section 7-2-6(D), “Sidewalk Cafes,” to Allow Permeant Fixtures, Year-Round Operations, and Alcohol Service at Type 2 Restaurants City Council adopted Ordinance 46-O-19, amending portions of City Code Section 7-2-6(D) Sidewalk Cafes to allow year-round sidewalk cafes; permanent fixture installation for cafes 600 square feet in area and larger; and service of liquor in cafés for Type 2 restaurants with a current liquor license in the principle establishment. For Introduction Passed 9-0 Motion: Ald. Suffredin Watch (SP6) Resolution 72-R-19, Amending City Council Rules to Address Remote Public Comment Participation City Council adopted Resolution 72-R19, amending City Council Rule 6, “Citizen Participation,” to state that only individuals attending the meeting in person may participate in public comment and no electronic participation will be allowed. Motion to include language to allow individuals with physical disabilities to submit their statements to be read for public comment Passed 9-0 For Action Passed 9-0 Motion: Ald. Rainey Motion: Ald. Fleming Watch (SP7) Resolution 73-R-19, Amending City Council Rules by Regulating Signs in the Council Chambers by Members of the Public City Council adopted Resolution 73-R19, amending City Council Rule 6, “Citizen Participation,” to address members of the public signs in the Council Chambers. For Action Passed 9-0 Motion: Ald. Fleming Watch 16 of 445 (SP8) Resolution 78-R-19, Censuring City of Evanston Clerk Devon Reid for Violating the City of Evanston Healthy Work Environment Policy and the Open Meetings Act and Council Rules Regarding Closed Session Recordings This resolution recommends that the City Council censure City Clerk Devon Reid for his unprofessional communication and harassment of multiple City employees and violation of the Open Meetings Act and Council Rules. Motion to table the agenda item Passed 5-4 Ald. Fiske, Wynne, Wilson and Revelle voted “No” For Action Agenda Item was tabled Motion: Ald. Rainey Watch Call of the Wards Ward 1: Clarified the Open Meetings Act (OMA) violation which the Attorney General’s Office found her to have broken. Encouraged residents to reach out to their Alderman if they have questions. Said she voted in favor of censure because she believes the infractions were well-founded and is worried about city staff. Watch Ward 2: Thanked residents who stayed the entire meeting and took the time to read the City Council packet. Also thanked residents who call him about issues that affect them instead of posting about it on social media. The 2nd Ward will host an Open House in August and invited all City Council members to attend. Said he attended a reparations meeting over the weekend at the Civic Center and thanked Ald. Rue Simmons and the Equity Commission for their work. Wants there to be a clear process for reprimanding a City Council member before revisiting the issue of censuring. Watch Ward 3: Ward meeting on Thursday, July 25 from 7-8:30 p.m. at Chiaravalle Montessori. She stated her reasoning for voting against the tabling of Resolution 78-R-19 was because she believes it was necessary in order to protect city staff. She supports city staff to their right to privacy because she understands the harassment they will receive on social media. Watch Ward 4: Said the proposed Ethics Ordinance will address the issue of City Council member behavior and hopes it provides a clear understanding of the process. Appreciates the individuals who stay till the end and listen to the discussions. There will be a Watch 17 of 445 Ward meeting on August 6 at 7 p.m. in the Evanston Library community room. There will be a discussion regarding the proposed office building at 601 Davis. Ward 5: Joint 5th & 8th Ward meeting on July 30 at 7:30 p.m. at the Levy Center. There will be a discussion about marijuana laws. There will be a community meeting on Monday, July 29 at the Civic Center to discuss ideas for the lot located at Church and Darrow. Lastly, there will be an Equity and Empowerment Commission meeting on Thursday, July 18 at 6:30 p.m. in the Parasol Room to discuss reparations. Watch Ward 6: Made a referral to the Rules Committee for a discussion on providing City Council packets ahead of the minimum required time. Watch Ward 7: Shared Ald. Wynne’s views about the censure item. Recognized Steve Farmer for all his hard work for the Central Street Business Association. Watch Ward 8: Ward meeting on July 30 to discuss extending Howard Ridge TIF. There will also be a presentation by Rep. Cassidy on the work done by her administration. Watch Ward 9: Ward meeting on July 17 at the Levy Center starting at 7 p.m. The Evanston Public Library will be holding a meeting on July 17 at Fleetwood Jourdain starting at 6:30 p.m. They will be asking residents on best practices to expand their services. Lastly, Commissioner Larry Suffredin will be hosting a property tax appeal workshop on Saturday, July 20 at the Levy Center at 6:30 p.m. Watch Adjournment Mayor Hagerty called a voice vote to adjourn the City Council meeting, and by unanimous vote the meeting was adjourned. 18 of 445 SPECIAL CITY COUNCIL MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, July 22nd, 2019 Present: Alderman Fiske Alderman Suffredin Alderman Braithwaite Alderman Revelle Alderman Wynne Alderman Rainey Alderman Rue Simmons (7) Absent: Alderman Fleming Alderman Wilson (2) Presiding: Mayor Pro tem Peter Braithwaite Devon Reid City Clerk 19 of 445 Mayor’s Public Announcements Mayor Announcements and Proclamation: ●Mustard’s Last Stand – 50th Anniversary Watch City Manager’s Public Announcements City Manager Wally Bobkiewicz discussed the City Council meetings for the month of August. Watch City Clerk’s Communications City Clerk Reid gave a report on an ethics ordinance event which was hosted by his office last week. Watch Public Comment Daniel Joseph Spoke on the City of Evanston’s litigation cost against ComEd. Watch Michael Vasilko Asked if Clerk Reid would be given legal representation by the city. Said resident opposed any liquor license for the Welsh-Ryan Arena. Wants more information about the $50K going towards Evanston Cradle to Career. Watch Misty Witenberg Shared her remarks regarding the unhealthy work environment complaint brought against Clerk Reid. Watch Harris Miller Requested that City Council table Ordinance 76-O-19. He’s concerned over the safety of residents in the surrounding area. Wants alcohol-related instances to be reviewed before making a decision about the ordinance. Watch Lori Keenan Shared her remarks on the Library Parking Lot, NU liquor, censure of City Clerk. Watch Allan Feuerstein Talked about the proposed street signs installation. Watch Mary Rosinski Talked about the proposed Northwestern University liquor license. Watch 20 of 445 Yvi Russel Said she is distrubed by the updated definition of “university area” while also adding the definition to “commercial recreation facility;” Said the U2 area in Evanston is surrounded by large residential neighborhoods and school which would become a hazard for more drunk-driving incidents if alcohol is being sold within U2 district arenas. Watch John Nadar Said there are no dog beaches in Evanston and this creates a safety issue. Stated he has seen several individuals climbing fences and rocks to access the beach. He has also seen individuals access the regular beaches with their dogs. Said the city is no longer collecting revenue from permits of residents with pets who want to utilize the beach. Watch Corinne Clarkson Shared her concerns over the Lincoln Street Beach. Said Northwestern appears to be granted all of its request and would like the city to not give them access to the beach. Watch Betty Ester Requested the city to review the rezoning of R5-R3 districts in the 5th Ward. Said this is a requested residents from the 5th Ward have been asking for since 2005. Also requested there be a housing projected placed in the 5th Ward until the issue of zoning can be reviewed. Watch Barb James Said there shouldn't be an agreement with Northwestern until the City of Evanston has complete control over the Lincoln Street Beach. Said a dog beach in Evanston will generate revenue for the city, it won’t take space from residents in other beaches in Evanston and provide dogs and their owners a space to socialize. Watch Ray Friedman Asked if the City Council agenda could be shared a week in advance in order to give ample time to review the material before any decision is made by City Council members. He wants City Council to provide the input and discussion necessary to create resolutions towards resident concerns. Watch Albert Gibbs Voiced his support for the James B. Moran Center for Youth Advocacy. Said they provide an excellent service and would like City Council to support the agreement. Opposed having Northwestern sell alcohol in its facilities. Lastly, he shared his opinion over recent events surrounding City Clerk Reid. Watch Bob Crews Shared his story about Mustard's Last Stand Watch Doreen Price Talked about the Out-of-SPACE Concert at Canal Shores. Said the tickets are overpriced for low-income residents and this could exclude certain groups in Evanston. She gave suggestions on how to distribute tickets. Watch 21 of 445 James Engleman Thanked City Council for the new benches that were installed for residents with disabilities. Said the benches were beautiful and residentes appreciate them. Watch Consent Agenda (A1) Payroll – June 24, 2019 through July 7, 2019 $3,181,565.61 For Action Approved on Consent Agenda Motion: Ald. Rainey Watch (A2) Bills List – July 23, 2019 $6,858,748.21 BMO Credit Card Activity for the period ending May 26, 2019 $ 191,471.48 For Action Approved on Consent Agenda (A3) BMO Harris Amazon Credit Card Activity $11,164.52 For Action Passed 7-0-1 Ald. Suffredin abstained Motion: Ald. Rainey Watch (A4) Approval of the Purchase of Three Public Works Agency Vehicles from Kunes Country Ford of Antioch and Napleton Fleet Group City Council approved the purchase of two (2) Ford SUVs and one (1) Dodge Caravan Minivan. These vehicles will be allocated to the Public Works Agency (Water Production Bureau). The Ford SUVs will be purchased from Kunes Country Ford of Antioch (104 Route 173 W. Antioch, IL 60002) for the total amount of $55,800.30 and the Minivan will be purchased from Napleton Fleet Group (One Oakbrook Terrace Suite 515, Oakbrook Terrace, IL 60181) in amount of $23,290. These two dealerships have the requested make/models/colors in stock for immediate delivery to the City at the lowest, competitive prices. Funding for the SUVs (Vehicles #908 and #909) will be from the Sewer Fund (Account 515.40.4530.65550) in the amount of $55,800.30 which has a budgeted amount of $420,075. This expenditure represents 13.28% of this budgeted amount. Funding for the Minivan (Vehicle #950) will be from the Water Bureau Automotive Equipment Fund (Account 510.40.4230.65550) in amount of $23,290, which has a budgeted amount of $63,500. This 22 of 445 expenditure represents 36.7% of this budgeted amount. For Action Approved on Consent Agenda (A5) Street Cleaning Signage City Council authorized the City Manager to have additional street cleaning signs installed at mid-block locations based on the number of tickets issued for violation of street cleaning parking restrictions, blocks longer than 600 feet and up to 10 locations requested by aldermen within their ward. For Action Passed 7-0 Motion: Ald. Rainey Watch (A6) Approval of Contract for 2019 Alley Improvements Contract B & 2019 CDBG Park Improvements with Schroeder and Schroeder, Inc. City Council authorized the City Manager to execute a contract for the 2019 Alley Improvements Contract B and 2019 CDBG Park Improvements (Bid No. 19-37) with Schroeder and Schroeder Inc. (7306 Central Park, Skokie, IL 60076) in the amount of $1,536,120.95. Funding will be provided from the CIP Fund as follows: 2019 General Obligation Bonds in the amount of $430,072.90, the Special Assessment Fund in the amount of $316,958.00, the Community Development Block Grant funds in the amount of $739,090.05, and a grant received by Evanston Baseball and Softball Association (EBSA) in the amount of $50,000.00. A detailed funding breakdown is included in the corresponding transmittal memorandum. For Action Approved on Consent Agenda (A7) Approval for Emergency Repairs to Grader Vehicle #683 by Altorfer CAT City Council approved a payment in the amount of $57,689.19 to Altorfer CAT (635 W. Lake Street, Elmhurst, IL 60126) for emergency repairs to Vehicle #683, as well as rental costs for use of a temporary vehicle while the City vehicle was out of service. Vehicle #683 is a Grader used by the Streets Division of the Public Works Agency and is critical to continue street grading operations throughout the City. Funding for this purchase is as follows: $57,689.19 from the Materials to Maintain Autos - Fleet Fund (Account 600.19.7710.65060) with a budget of $1,050,000 and a YTD balance of $432,536.37. 23 of 445 For Action Approved on Consent Agenda (A8) Approval of Payment to Support the Ongoing Efforts of Evanston Cradle to Career (EC2C) City Council authorized the City Manager to execute a payment of $50,000 to support the ongoing efforts of Evanston Cradle to Career (EC2C) located at 2010 Dewey Ave., Evanston, IL 60201. The funding for the annual support is from Cradle to Career Programming Business Unit (Account 100.30.3005.62647), which has a budget of $50,000, all of which is remaining. For Action Approved on Consent Agenda (A9) Approval of Special Event Contract for the Out-of-SPACE Concert at Canal Shores City Council approved a contract with the City of Evanston and S.P.A.C.E. (1245 Chicago Ave, Evanston, IL 60201) to host a concert series called “Out-of-Space” on four evenings from August 8-11, 2019 at the Canal Shores Golf Course, 1030 Central Street. Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. These fees are waived for City events and City co-sponsored events. For Action Approved on Consent Agenda (A10) One Year Sole Source Agreement Renewal with Dell/EMC, Inc. for VMware Support & Licensing City Council authorized a one-year, sole-source renewal agreement for support and licensing of VMware systems from Dell/EMC, Inc. (One Dell Way, Mail Stop 8129, Round Rock, TX 78682) in the amount of $35,828.22. There is no cost increase for the renewal period. Funding will be from the Computer License & Support Fund (Account 100.19.1932.62340), which has a FY 2019 budget of $550,000 and a current balance of $84,236.41. For Action Approved on Consent Agenda 24 of 445 (A11) Resolution 71-R-19, Authorization to Execute Memorandum of Understanding with Northwestern University for Beach Access and Use at Lincoln Street Beach City Council accepted this memorandum and placed on file. Accept and Place on File Approved on Consent Agenda (A12) Resolution 80-R-19, Authorizing the City Manager to Execute an Amendment to the Contract with Alacriti, Inc. for the City’s Cashiering System to Change the Vendor and Add a Monthly Minimum Payment City Council authorized the City Manager to execute an amendment agreement with Municode Inc. to provide a centralized cashiering system, commonly called Orbipay, for the City of Evanston. This amended contract will now be directly with the developer of the system, Alacriti, Inc instead of Municode Inc. and will supersede the existing contract. Funding is from the Personal Computer Software Account (100.15.1560.64545) with a budget amount of $61,000, of which $57,698.24 is remaining. For Action Approved on Consent Agenda (A13) Resolution 68-R-19 Agreement with Youth Job Center of Evanston, Inc. for 2019 Building Career Pathways to Sustainable Employment Program City Council adopted Resolution 68-R-19 authorizing the City Manager to execute the 2019 agreement with the Youth Job Center of Evanston Inc. (YJC) (1114 Church Street, Evanston, IL 60201) to provide not less than twenty disconnected and unemployed young adults who are low- to moderate-income Evanston residents (ages 18-25) with a career pathway plan that leads to educational/work trade certification, employment, supportive services, career counseling, educational support and transportation assistance over 24 months in an amount not to exceed $55,200 for FY 2019. Funding for this agreement is budgeted in Parks, Recreation and Community Services, Youth and Young Adult Engagement Division Business Unit (Account 100.30.3215.62490), which has a FY 2019 budget of $231,965 and a YTD balance of $196,596.16. Costs amount to approximately $2,760 per participant. For Action Approved on Consent Agenda 25 of 445 (A14) Resolution 69-R-19, Professional Services Agreement with James B. Moran Center for 2019 Certificate of Rehabilitation Program City Council adopted Resolution 69-R-19 authorizing the City Manager to execute an agreement between the City of Evanston and the James B. Moran Center for Youth Advocacy (1123 Emerson, Suite 203 Evanston, IL 60201) to provide legal services for not less than 15 Evanston residents to secure Certificates of Rehabilitation, expungement and criminal records sealing in an amount not to exceed $30,000. Funding for this agreement is budgeted in Parks, Recreation and Community Services, Youth and Young Adult Engagement Division (Account 100.30.3215.62490), which has a FY 2019 budget of $231,965 and a YTD balance of $196,596.16. Costs amount to approximately $2,000 per participant. For Action Approved on Consent Agenda (A15) Resolution 81-R-19, Authorizing the City Manager to Submit a Grant Application for State Funding through the Open Space Land Acquisition and Development (OSLAD) Grant Program City Council adopted Resolution 81-R-19, authorizing the City Manager to submit a grant application for State funding through the Open Space Land Acquisition and Development (OSLAD) Grant Program to the Illinois Department of Natural Resources (IDNR) for the James Park Renovations Project. Funding for this project will be from: 2020 General Obligation Bond proceeds in the amount of $400,000; IDNR Grant in the amount of $400,000. For Action Approved on Consent Agenda (A16) Resolution 79-R-19, Authorizing the City to File a Grant Application with the Metropolitan Water Reclamation District of Greater Chicago’s Green Infrastructure Project Partnership for Funding Parking Lot Improvements City Council adopted Resolution 79-R-19 authorizing the City Manager to file a grant application with the Metropolitan Water Reclamation District of Greater Chicago (MWRD) Green Infrastructure Project Partnership for the paving of Parking Lot 25 at 1614 Maple Avenue, utilizing permeable paver blocks. The application establishes the maximum grant funding at 60% of the construction cost and commits Evanston to fund 40% of the construction cost, or $52,000. The total estimated cost of construction for eligible work will be $130,000 with MWRD paying for 60% and the City of Evanston paying for 40%. The City’s share of $52,000 will be paid out of the Sewer Fund (Account 515.40.4535.62461), which has $100,000 26 of 445 budgeted in FY 2019 for stormwater management. Additional funding of up to $50,000 may be needed to pay for associated ineligible project costs (such as lighting improvements) – this funding will need to be designated from general obligation bonds or the Parking Fund. For Action Approved on Consent Agenda (A17) Resolution 66-R-19, Concerning a Public Meeting to Be Conducted as Required by the Tax Increment Allocation Redevelopment Act to Expand the Boundaries of the Howard Ridge Tax Increment Finance District City Council adopted Resolution 66-R-19, authorizing the Community Development Director to schedule a public meeting for the proposed Howard Ridge TIF expansion as required in Section 65 ILCS 5/11-74.4-6 (e). The Illinois TIF Act requires the Community Development Director schedule and conduct a public meeting for the purpose of enabling the City to advise and seek comment about the City's intent to prepare a redevelopment plan and to designate a redevelopment project area. The meeting is open to the public. Staff is required to invite the taxing districts having real property in the proposed revised redevelopment project area, the taxpayers who own property in the proposed revised redevelopment project area, and the residents in the area. For Action Approved on Consent Agenda (A18) Ordinance 76-O-19, Amending Various Sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) City Council adopted Ordinance 76-O-19, amending various sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) by (1) updating the definitions of “combination restaurant/package store” and University Area; (2) adding the definition of a “commercial recreation facility;” (3) changing the location restriction and fee associated with a Class V License; (4) amending the Class W license to permit alcohol sale at outdoor recreational facilities; and (5) removing the Class X license as the same activities are now included in the definition of a commercial recreation facility. For Introduction Passed 7-0 Motion: Ald. Rainey Watch 27 of 445 (A19) Ordinance 71-O-19, Authorizing the City Manager to Execute a Lease of City-Owned Real Property Located at 1823 Church Street with Litehouse Evanston, LLC City Council adopted Ordinance 71-O-19 executing a cafe lease agreement with Litehouse Evanston, LLC for the City-owned property located at 1823 Church Street. Staff requests suspension of the rules for Introduction and Action at the July 22, 2019, City Council meeting. For Introduction and Action Approved on Consent Agenda (A20) Ordinance 72-O-19, Decreasing the Number of Class D Liquor Licenses for Falcon Eddy’s LLC, dba Falcon Eddy’s Barbeque, 825 Church Street City Council adopted Ordinance 72-O-19, decreasing the number of Class D Liquor Licenses for Falcon Eddy’s LLC, dba Falcon Eddy’s Barbeque, 825 Church Street. Staff requests suspension of the rules for Introduction and Action at the July 22, 2019, City Council meeting. For Introduction and Action Approved on Consent Agenda (A21) Ordinance 67-O-19 Amending City Code Section 10-11-18, Schedule XVIII(F) to add Lincoln Street Parking Pilot Program The Transportation & Parking Committee recommends City Council adoption of Ordinance 67-O-19, amending City Code Sections 10-11-10 to restrict parking on the 1600 block of Lincoln Street to two hours from 9:00 a.m. to 6:00 p.m. for a period of 6 months. For Action Failed 4-3 Alds. Fiske, Suffredin and Rainey voted “No” Motion: Ald. Rainey Watch (A22) Ordinance 46-O-19, Amending City Code Section 7-2-6(D), “Sidewalk Cafes,” to Allow Permanent Fixtures, Year-Round Operations, and Alcohol Service at Type 2 Restaurants City Council adopted Ordinance 46-O-19, amending portions of City Code Section 7-2-6(D) Sidewalk Cafes to allow year-round sidewalk cafes; permanent fixture installation for cafes 600 square feet in area and larger; and service of liquor in cafés for Type 2 restaurants with a current liquor license in the principle establishment. For Action Approved on Consent Agenda 28 of 445 (P1) 2019 Emergency Solutions Grant (ESG) Recommendation The Housing & Homelessness Commission and staff recommend City Council approve the 2019 Emergency Solutions Grant (ESG) allocations totaling $151,731: $138,497 to two social services agencies (Connections for the Homeless and the YWCA Evanston/North Shore) that provide housing and services for individuals and families who are homeless or at risk of homelessness, and $11,380 to the City of Evanston for grant administration. Funding source is the City’s 2019 Emergency Solutions Grant entitlement allocation in the amount of $151,731 from the U.S. Department of Housing & Urban Development with individual account numbers for external agencies funded and City administrative costs. For Action Item Held until next City Council meeting Motion: Ald. Rue Simmons Watch (P2) Ordinance 74-O-19, Office Uses in Residential Districts Ordinance 74-O-19 is written for adoption of the proposed text amendment to the Zoning Ordinance to allow office uses and revise special conditions for office uses within R5 and R6 Residential Districts. The Plan Commission recommends denial of the text amendment. For Introduction Failed in Committee (P3) Ordinance 63-O-19, Amending Various Portions of the City of Evanston Zoning Ordinance to Update the Definition of Craft Alcohol Production Facility City Council adopted a Zoning Ordinance Text Amendment to revise language in the definition of Craft Alcohol Production Facilities. For Introduction Approved on Consent Agenda (P4) Ordinance 77-O-19, Major Adjustment to a Planned Development at 100-132 Chicago Avenue City Council adopted Ordinance 77-O-19 for approval of a Major Adjustment to a Planned Development at 100-132 Chicago Avenue in order to add two dwelling units, for a total of 28 dwelling units, where office space was originally proposed in the mixed-use building approved by Ordinance 61-O-18 and extended by Ordinance 65-O-19. No changes will be needed to the approved site development allowances. Ald. Rainey requests suspension of the rules for Introduction and Action at the July 22, 2019 City Council Meeting. 29 of 445 For Introduction and Action Approved on Consent Agenda Call of the Wards Ward 1: Requested residents to be considerate of Fountain Square. She is concerned over health hazards that may present itself. Watch Ward 2: Thanked residents who attended the street naming of “Ernest Jackson Way” Watch Ward 3: Ward meeting on Thursday, July 25 at the Chiaravalle Montessori from 7-8:30 p.m. Watch Ward 4: No Report Watch Ward 5: Thanked First Church of God Christian Life Center for their Resource Fair. Also thanked residents who participated in a wheelchair wash at Over the Rainbow. Invited everyone to attend a community meeting on Monday, July 29 to discuss the vision of the lot located at Church & Darrow Watch Ward 6: Tax Appeal seminar on July 23 in the Civic Center Parasol Room from 6:30-8:00 p.m. Acknowledged the 34th Anniversary of the passing of Marty Leoni, Evanston firefighter. Watch Ward 7: Referral to the Transportation & Parking Committee to revisit the pilot program for Lincoln Street. Encouraged residents to visit Mustard's Last Stand for food and classic cars on Saturday, July 20 from 10:00 a.m. to 4:00 p.m. Watch Ward 8: Acknowledged the 34th Anniversary of the passing of Marty Leoni, Evanston firefighter. There will be Ward meeting on July 20 at the Levy Senior Center at 6:30 p.m. and 7:30 p.m. Watch Ward 9: No Report Watch Adjournment 30 of 445 Mayor Pro tem Peter Braithwaite called a voice vote to adjourn the City Council meeting, and by unanimous vote the meeting was adjourned. 31 of 445 For City Council Meeting of August 5, 2019 Item A1 Business of City by Motion: Social Services Review Recommendation For Action To: Honorable Mayor and Members of the City Council From: Kimberly Richardson, Deputy City Manager CC: Social Services Core Committee Subject: Social Services Review Recommendations Date: August 5, 2019 Recommended Action: The Social Services Core Committee recommends the City Council to approve the following recommendations: 1) Resident-focused intake process; 2) Community Engagement; 3) Prioritize Mental Health Board and CDBG Public Services Funding to External Partners; 4) Health and Human Services Department Realignment. Livability: Support Vibrant, Connected and Diverse Culture Background: At the request of the City Manager, the Deputy City Manager was tasked with taking a comprehensive look at all social services offered by City departments to measure the potential equity impacts of program service delivery to ensure City programs are meeting the needs of the impacted community members. The assessment consisted of reviewing programs within the Health and Human Services, Parks, Recreation and Community Services, and Community Development Departments. The programs reviewed were the following: General Assistance and Emergency Assistance, Human Services Advocates (Victim Advocates), Youth Advocates, Senior Services and Ombudsman, Youth and Young Adult, and Mental Health Board and CDBG Public Services Entitlement Grant. Racial Equity Impact Assessment (REIA) Review Government service delivery needs to emphasize connecting residents to a complex set of programs and services, which many are administered by nonprofit partners. It is understood that government cannot be everything to everyone due to resources and priorities, but it should be a central point of contact that then connects residents to the resources that are both internal and external in delivery. Memorandum 32 of 445 In recognition of the 2018-2019 and 2019-2020 City Council Goal, “Ensure equity in all City operations,” staff moved forward using the Racial Equity Impact Assessment (REIA) tool with the assistance of the Social Services Core Committee (SSCC), a multi- department internal committee. A Racial Equity Impact Assessment tool evaluates potential policies benefits and burdens before decision-making. A REIA aims to intentionally focus on advancing racial equity, which can only be done by actively bringing those most impacted to the table. In this practice, racial equity is defined as both a process and an outcome. As an outcome, racial equity is achieved when one’s racial identity no longer determines one’s life outcomes. Equity Impact Assessment includes the following core questions for consideration: 1. What are the proposal and its intentions? 2. What does the data tell us about the most impacted groups and program quality? 3. What have we learned in the community engagement process about this plans benefits and burdens? 4. What alternative opportunities exist to promote racial equity within this plan? 5. How can we best support implementation and accountability? The recommendations presented are based on the community (internal/external) input collected through a REIA process. It identifies the challenges community members experience when interacting with the City in regard to social services. Meetings with different groups comprised the bulk of the Committee’s work. After these meetings concluded, the Committee compiled and organized the data collected during the meetings and began to analyze patterns in barriers and develop solutions. These solutions are present in the formulation of four actionable recommendations. In terms of barriers, the most commonly cited issues with respect to social service programs for the City of Evanston: Barrier 1: Lack of transparency and access. Barrier 2: Lack of trust because of inconsistent goal setting, application of rules, or justifications for budget changes. There were many concrete ideas that the community shared and they are listed below with the caveat in that without a much higher level of collaboration and trust within the internal environment and between the internal and external providers, these bridges will most likely not be built. Below are the most common solutions. Solution 1: Leadership must commit to an equity-driven performance management process that will shift the organizational culture towards a shared vision of equity for all internal staff, external partners, participants and community members in Evanston. Solution 2: The City should reward collaboration and transparency and inclusion in its funding structures. Solution 3: The City should make programs more accessible. 33 of 445 Recommendations: Recommendation 1: Resident-focused intake process (For the purpose of this report, “Resident” means any person who resides in Evanston as long- term, short-term, United States citizen or non-US citizen) Purpose: ● Central to our efforts on leading with race to achieve equity is treating residents respectfully and with cultural humility. ● Deepen our understanding of how individuals experience accessing and receiving services. ● A shift from a dated service delivery model based on eligibility requirements to more resident-focused model. ● Incorporate an equity-driven implementation process that values consistent feedback and evaluation structure to enable staff and partners to adjust program delivery so that indicators are reflecting impact and effectiveness. Process: ● Adopt policies and procedures that support integrated service delivery services ● Require implicit bias and cultural humility training for staff. ● Incorporate resident needs and perspectives into program development and evaluation to make informed choices about benefits and services. ● Fully utilize client management software by city staff. How does this recommendation address the City’s commitment to racial equity? ● A standardized intake system will eliminate barriers that include limitations to transportation, confidentiality, and frustration of residents who are sent several places to obtain a service. ● Empowers staff to be more responsive to residents’ needs to improve service delivery. Recommendation 2: Community Engagement Purpose: ● Move beyond the status quo of expecting people to “come to us,” and instead partner fully with members of the community to catalyze shared efforts to effect meaningful, lasting change. ● Highlight opportunities to work not only with community organizations but also with individual community members to ensure that programs and services reflect their needs and priorities. Process: ● Engage community leadership to effect meaningful change. ● Make a clear and concise breakdown of what social services are provided and how residents can access them. ● Reduce the stigma of social services by reframing it as a way to improve their quality of life. How does this recommendation address the City’s commitment to racial equity? By actively engaging with the community we are ensuring the marginalized populations are given a voice. We commit to pursuing a collaborative, inclusive approach breaks down barriers to share the work of helping residents reach their aspirations. Through 34 of 445 providing childcare, translation services and increased notification of opportunity, the City will build a system based on participation and trust. Recommendation 3: Prioritize Mental Health Board and CDBG Public Services Funding to External Partners Purpose: ● Identify the specific needs of targeted populations that are unmet by City programs that could be provided more efficiently/effectively by external organizations. ● Establish funding priorities for external agencies that are in alignment with Council Goals and target City and federal funds to programs that provide quantifiable services that address the needs of the population as defined above. ● Evaluate the effectiveness and efficiency of using the purchase of services contracts instead of grant agreements where appropriate for specific needs/services to quantify the services provided for dollars invested and more effectively measure outcomes. ● Ensure that the release of payments and continued funding is based on the achievement of specified outcomes. Process: ● Formalize a cross-departmental staff team process to review progress in addressing the needs of Evanston’s most vulnerable residents based on changes from baseline data and identify services that complement internally provided City programs for targeted populations and more effectively achieve outcomes by which success is measured thereby ensuring that funded services best match community needs. ● Continue the combined application process for City and CDBG funded programs; ensure City Council Goals and resident input/needs continue to inform funding priorities and contribute to the achievement of specific outcomes. ● Through ongoing monitoring, confirm that funded programs achieve measurable outcomes that enable vulnerable residents to thrive. How does this recommendation address the City’s commitment to racial equity? Ensure that funded services most directly align with the needs of targeted populations in alignment with Council Goals and have measurable outcomes leading to improved quality of life. Recommendation 4: Department Realignment Purpose: The City has worked diligently on human service issues since the addition of the Community Services Division to the Parks and Recreation Department and dissolution of the Evanston Township, but structurally the City services are still not aligned to serve the community as comprehensively as stated by the barriers mentioned earlier. With the realignment of divisions serving social programs, the City can better address Recommendations 1-3 and continue to serve our most marginalized populations in Evanston. 35 of 445 Process: Proposed Department Realignment ● Proposed Health and Human Services Department Realignment will move the Youth and Young Adult Division and Youth Advocates from Parks, Recreation and Community Services, along with the creation of a Senior Services Division. ● The Senior Services Division will consist of a Senior Services Manager, Ombudsman and Senior Services Assistant. This new structure will allow the Senior Services Manager and Senior Services Assistant to continue to assist elderly residents living outside of the nursing homes and continue to support the Commission on Aging programs. The Ombudsman will be responsible for nursing homes complaints. ● Move Senior Property Maintenance Inspector/Property Maintenance Inspector to Community Development. ● Reclassify Business Workforce Compliance Coordinator to Workforce Development Coordinator. This position will be responsible for aligning the City’s organizational goal of workforce development and local employment compliance while identifying and addressing barriers to the Evanston labor force. Proposed New Positions: ● Part-time Human Services Advocate (Victim Advocates) to work overnight and assist the Human Services Advocates with cases. ● Community Health Project Specialist to work in collaboration with community partners to maximize community engagement activities and implement programming on wellness, health, social services, disease prevention and services for those with special needs; develops marketing, communication, publicity and instructional material for use in programs and services; maintains informational databases for regulated social services and health operations, and coordinates cross-functional health program services to meet community health goals. Budget Impact: $250,000 to $300,000 with the creation of new positions. The Long- Care Ombudsman and Community Health Project Specialist positions will be partially funded through grants. Next Steps: If the City Council approves the recommendations from the Social Services Core Committee, the next steps will be the following: ● Creation of a subcommittee to work on a realignment plan to be presented during the budget process. ● The Core Committee reconvenes to begin the process of implementation of Recommendations 1-3, along with collection data with the intent of establishing baseline mapping indicators. ● The Committee will prioritize programs to assess for the 2021 budget. 36 of 445 For City Council Meeting of August 5, 2019 Item A2 Business of City by Motion: 2019 Mid-year Budget Update For Action: Accept and Place on File To: Wally Bobkiewicz, City Manager From: Hitesh Desai, CFO/City Treasurer Kate Lewis-Lakin, Budget Coordinator Subject: 2019 Mid-year Budget Update Date: July 25, 2019 Please find attached the unaudited financial statements as of June 30, 2019. A summary by fund for revenues, expenditures, fund and cash balances is as follows: June 2019 Revenue Expense Net Fund Balance Cash Balance 100 GENERAL FUND 60,376,084 57,302,706 3,073,378 16,913,780 10,547,554 175 GENERAL ASSISTANCE FUND 531,417 583,823 (52,405) 549,288 549,288 176 HEALTH AND HUMAN SERVICES 414,271 439,860 (25,589) (11,945) 39,668 180 GOOD NEIGHBOR FUND 1,002,860 407,800 595,060 599,662 599,662 185 LIBRARY FUND 4,081,726 3,501,469 580,257 2,083,412 2,083,317 186 LIBRARY DEBT SERVICE FUND 175,000 85,438 89,562 94,143 94,143 187 LIBRARY CAPITAL IMPROVEMENT FD 1,893,266 1,470,103 423,163 1,391,712 1,391,712 200 MOTOR FUEL TAX FUND 949,406 493,540 455,866 2,491,920 2,330,139 205 EMERGENCY TELEPHONE (E911) FUND 614,385 529,939 84,445 846,510 603,849 210 SPECIAL SERVICE AREA (SSA) #4 197,722 262,500 (64,778) (291,614) (291,614) 215 CDBG FUND 82,531 326,745 (244,214) (180,861) (180,861) 220 CDBG LOAN FUND 89,221 56 89,165 262,359 262,359 235 NEIGHBORHOOD IMPROVEMENT 455 72 383 171,457 171,457 240 HOME FUND 87,231 94,962 (7,730) (406) (406) 250 AFFORDABLE HOUSING FUND 315,284 110,801 204,483 1,569,637 1,668,292 320 DEBT SERVICE FUND 7,996,963 2,565,072 5,431,890 5,849,871 5,925,739 330 HOWARD-RIDGE TIF FUND 372,407 177,386 195,021 2,411,883 2,414,152 335 WEST EVANSTON TIF FUND 125,914 274,753 (148,838) 471,542 471,542 340 DEMPSTER-DODGE TIF FUND 75,324 35,435 39,889 94,732 94,732 345 CHICAGO-MAIN TIF 127,883 50,305 77,578 251,487 251,487 350 SPECIAL SERVICE AREA (SSA) #6 123,936 - 123,936 127,035 127,035 415 CAPITAL IMPROVEMENTS FUND 9,408,592 3,165,296 6,243,296 20,141,544 21,510,731 416 CROWN CONSTRUCTION FUND 22,970,736 4,357,424 18,613,312 36,138,847 35,123,238 420 SPECIAL ASSESSMENT FUND 389,975 148,361 241,614 2,862,403 2,861,740 505 PARKING SYSTEM FUND 4,748,454 4,822,962 (74,508) 3,034,847 3,034,245 510 WATER FUND 16,974,679 11,575,643 5,399,037 10,899,779 8,983,536 515 SEWER FUND 6,613,409 5,790,936 822,473 5,212,533 3,363,154 520 SOLID WASTE FUND 2,553,676 2,361,628 192,048 (911,966) (1,187,374) 600 FLEET SERVICES FUND 1,482,334 1,495,694 (13,361) 217,855 (825,366) 601 EQUIPMENT REPLACEMENT FUND 671,385 818,547 (147,162) 864,136 686,827 605 INSURANCE FUND 9,528,402 12,198,870 (2,670,468) (11,464,315) (7,145,115) Grand Total 154,974,927 115,448,127 39,526,800 102,691,267 95,558,862 Memorandum 37 of 445 Included above are ending fund and cash balances as of June 30, 2019. Cash balance represents liquid cash and/or invested assets which can be used (or easily sold) to support and fund current operations. Fund balance includes liquid assets or future cash receipts or disbursements such as receivables (including property tax) due t o the City and accounts payable/accrued expenses. A cash and investment report through June 30, 2019 is included as an attachment to this memo. As of June 30, 2019, all 2018 actual numbers include audit findings. Fund balances have also been updated to reflect audited 2018 ending fund balances. General Fund The attached financials show General Fund revenues at 52.1% of budget and expenses at 50.2% of budget, compared to a 6-month target of 50%. Revenues are above target in a number of areas. Licenses, Permits and Fees appears above target due to building permit revenue, and Charges for Services is high due to recreation fees paid at the beginning of summer. As of May 31, 2019, 53.3% of property tax revenue has been received, with no additional receipts in June. The second installment tax bills have been sent with a due date of August 1, 2019. Expenses are above target of 50% in some departments. Police and Fire show expenses at 51.8% and 54.8% of budget, respectively. This is partially due to pension fund transfers shown as expenses in the Police and Fire Departments. As shown in the table below, more than 50% of pension property taxes have been received and transferred to pension funds. When those transfers are removed, Police and Fire both show expenses around 51% of budget. 2019 Budget 2019 YTD % Actual to Budget Police Department Total Expenses $38,737,094 $20,081,500 51.8% Pension Fund Transfer $10,462,704 $5,798,749 55.4% Expenses without Transfer $28,274,390 $14,282,751 50.5% Fire Department Total Expenses $24,379,850 $13,356,846 54.8% Pension Fund Transfer $8,344,947 $5,036,017 60.3% Expenses without Transfer $16,034,903 $8,320,829 51.9% Overtime in Police and Fire are trending higher than the target of 50% of budget, as shown in the table below. Overtime Expenses 2018 Actual 2019 Budget 2019 YTD % Actual to Budget Police $1,606,236 $959,106 $721,719 75.2% Fire $1,007,263 $759,956 $715,824 94.2% In the Police Department, some of the additional overtime is reimbursed by businesses, community groups, and Northwestern University. As of June 30, 2019, $184,059 had been 38 of 445 received in reimbursements for overtime and special details on a budget of $400,000. Based on outstanding invoices and upcoming events, the department expects to receive $600,000 in reimbursements for overtime by year end, exceeding the budgeted revenue by at least $200,000. This fall, Northwestern University will reimburse the City for the Police presence within Ryan Field and on the streets around the stadium. The Fire Department has expended most of its budget for overtime due to multiple vacancies and medical leaves, coupled with daily minimum staffing requirements. Through June 30, 2019, the department spent 48% of budget in Regular Pay, a savings of over $270,000. The department has filled a few of those vacancies as of July, and hopes that overtime will slow down in the second half of the year. Revenue of $57,278 in overtime reimbursements has also been received to offset some costs. Multiple snow events in the first quarter of 2019 also contributed to high overtime spending in Police, Fire, and the Public Works Agency (PWA). Based on past years’ trends, staff predicts that poor weather in November and December could put snow-related expenses $300,000 over budget. Staff will continue to monitor these expenses closely as well as opportunities for savings in other areas. Enterprise Funds Parking Fund revenues through June 30, 2019 are below target. Parking revenue tends to be higher in the summer months and during Northwestern football season. Revenue collected each month has increased since January and is expected to continue to increase through the summer months. Expenses also remain below target. Through June 30, 2019, the Water Fund appears low on revenue and expenses. This is because the budget includes multiple large capital projects, with IEPA loan funding budgeted in Other Revenue and expenses budgeted in Capital Outlay. The Water Fund revenues reflect payment from the Village of Skokie at the rate of $0.78 per 1,000 gallons against the billed rate of $2.06 per 1,000 gallons. This issue is currently being challenged in court. Through June 30, 2019, the Sewer Fund also appears low on expenses due to capital project budgets that will be spent later in the summer. These projects are also primarily funded through IEPA loan financing, budgeted as Other Revenue. Through June 30, 2019, the Solid Waste Fund has a negative fund balance of $911,966 and a negative cash balance of $1,187,374. The Solid Waste Fund has received 50% of budgeted property tax revenue for the year. Other Funds Through June 30, 2019, the SSA #4 Fund is showing a negative fund and cash balance of $291,614. 39 of 445 Through June 30, 2019, the CDBG Fund has higher monthly and year-to-date expenses than revenues. This is due to a delay in reimbursements from state and federal government agencies. As of June 30, 2019 the fund has a negative fund and cash balance of $180,861. Through June 30, 2019, the Capital Fund is showing a fund balance of $20,141,544 and a cash balance of $21,510,731. The fund continues to spend down balances from the 2018B General Obligation Bonds received in August 2018, and has begun spending from the 2019B bond proceeds that were received in June. Through June 30, 2019, the Crown Construction Fund is showing fund balance of $36,138,847 and cash balance of $35,123,238. A donation of $5 million from Friends of the Robert Crown Center was received in May, and proceeds from the 2019A bonds were received in June. The fund continues to spend down balances from the 2018A General Obligation Bond proceeds received in August 2018. Through June 30, 2019, the Insurance Fund is showing a negative fund balance of $11,464,315 and a negative cash balance of $7,145,115. The fund had high expenses in the first quarter from legal fees and settlements. Fund balance is significantly lower than cash balance due to accrued liabilities for pending litigations. If there are any questions on the attached report, please contact me by phone at (847) 448-8082 or by email: hdesai@cityofevanston.org. Detailed fund summary reports can be found at: http://www.cityofevanston.org/city-budget/financial-reports/. CERTIFICATION OF ATTACHED FINANCIAL REPORTS As required per Illinois Statute 65 ILCS 5/3.1-35-45 I, Hitesh Desai, Treasurer of the City of Evanston, hereby affirm that I have reviewed the June 30, 2019 year-to-date financial information and reports which to the best of my knowledge appear accurate and complete. Attachments: Second Quarter 2019 Cash and Investment Report 40 of 445 January February March April May*June*July August 2019 Unreserved Fund Balance 14,074,270$ 15,248,569$ 19,960,779$ 18,594,617$ 17,601,206$ 16,913,780$ 2018 Unreserved Fund Balance 16,512,558$ 15,306,742$ 17,933,253$ 17,384,626$ 18,479,429$ 15,488,721$ 17,279,434$ 18,345,522$ 2019 Cash Balance 10,603,771$ 14,634,340$ 17,403,563$ 16,875,201$ 16,013,733$ 10,547,544$ 2018 Cash Balance 8,905,448$ 8,120,225$ 12,288,418$ 11,184,339$ 12,226,888$ 9,006,016$ 10,816,697$ 12,252,460$ *May 2019 includes 3 payrolls. In 2018, June and December had 3 payrolls. November 2019 will also have 3 payrolls. 2018 v 2019 Fund and Cash Balance - General Fund $- $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 2019 Unreserved Fund Balance 2018 Unreserved Fund Balance 2019 Cash Balance 2018 Cash Balance 41 of 445 2018 Actual 2019 Budget June 2019 YTD 2019 % YTD to Budget 100 GENERAL FUND Target = 50% Revenue Property Taxes 28,188,353 30,047,955 16,012,252 53.3% Other Taxes 52,673,637 53,671,300 4,222,460 26,617,020 49.6% Licenses, Permits and Fees 9,165,957 7,651,400 454,038 4,450,855 58.2% Charges for Services 10,396,458 8,900,909 781,161 5,444,759 61.2% Fines and Forfeitures 3,765,058 4,700,500 496,745 2,269,659 48.3% Interest Income 94,681 55,100 12,910 91,691 166.4% Intergovernmental Revenue 1,466,926 994,303 79,571 775,155 78.0% Other Revenue 1,948,636 988,300 66,449 306,186 31.0% Interfund Transfers 8,133,142 8,877,103 734,751 4,408,506 49.7% Revenue Total 115,832,848 115,886,870 6,848,085 60,376,084 52.1% Expenses 13 CITY COUNCIL 547,350 528,173 38,189 279,636 52.9% 14 CITY CLERK 217,987 180,704 27,866 117,024 64.8% 15 CITY MANAGER'S OFFICE 7,325,385 7,997,018 573,215 3,556,436 44.5% 17 LAW 688,728 646,183 52,822 341,833 52.9% 19 ADMINISTRATIVE SERVICES 9,222,431 9,483,577 817,007 4,520,641 47.7% 21 COMMUNITY DEVELOPMENT 3,579,836 3,480,360 322,757 1,521,639 43.7% 22 POLICE 39,403,536 38,737,094 2,154,035 20,081,500 51.8% 23 FIRE MGMT & SUPPORT 24,816,621 24,379,850 1,363,339 13,356,846 54.8% 24 HEALTH 3,187,980 3,190,606 241,767 1,440,917 45.2% 30 PARKS, REC. AND COMMUNITY SERV.12,901,743 12,297,508 1,240,353 5,206,244 42.3% 40 PUBLIC WORKS AGENCY 13,524,988 13,232,299 956,314 6,879,991 52.0% Expenses Total 115,416,584 114,153,372 7,787,662 57,302,706 50.2% Net 416,264 1,733,498 (939,577) 3,073,377 Beginning Fund Balance 13,424,138 13,840,402 13,840,402 Fund Balance % Ending Fund Balance 13,840,402 15,573,900 16,913,779 14.8% 42 of 445 2018 Actual 2019 Budget June 2019 YTD 2019 % YTD to Budget 505 PARKING SYSTEM FUND Target = 50% Revenue Licenses, Permits and Fees 2,798 75 1,105 100.0% Charges for Services 6,299,952 10,343,855 778,916 4,559,259 44.1% Interest Income 109,598 20,000 15,918 65,289 326.4% Intergovernmental Revenue - - 0.0% Other Revenue 337,563 202,020 13,956 122,801 60.8% Interfund Transfers 3,037,704 - 0.0% Revenue Total 9,787,615 10,565,875 808,865 4,748,454 44.9% Expenses Salary and Benefits 1,886,080 1,996,976 137,162 859,414 43.0% Services and Supplies 3,887,706 3,546,775 133,952 1,393,368 39.3% Insurance and Other Chargebacks 319,648 333,969 27,831 166,984 50.0% Miscellaneous 231,879 304,000 51,535 17.0% Contingencies 1,495 11,000 - - 0.0% Capital Outlay 81,227 3,510,000 309,869 769,709 21.9% Interfund Transfers 1,440,417 3,512,807 263,567 1,581,404 45.0% Debt Service 97,498 34,354 549 549 1.6% Depreciation Expense 2,644,560 - 0.0% Expenses Total 10,590,510 13,249,881 872,930 4,822,962 36.4% Net (802,896) (2,684,006) 808,865 (74,508) Beginning Fund Balance 3,912,251 3,109,355 3,109,355 Fund Balance % Ending Fund Balance 3,109,355 425,349 3,034,847 22.9% 43 of 445 510-513 WATER FUND 2018 Actual 2019 Budget June 2019 YTD 2019 % YTD to Budget Target = 50% Revenue Charges for Services 15,223,033 22,615,529 1,506,742 8,347,070 36.9% Interest Income 255,928 40,000 55,974 291,301 728.3% Interfund Transfers 187,430 - 0.0% Licenses, Permits and Fees 47,218 50,000 6,180 37,141 74.3% Other Revenue 235,772 23,194,160 5,954,651 8,299,167 35.8% Revenue Total 15,949,380 45,899,689 7,523,547 16,974,679 37.0% Expenses Salary and Benefits 5,804,716 5,533,772 425,796 2,772,625 50.1% Services and Supplies 3,183,368 6,231,350 350,060 1,426,870 22.9% Insurance and Other Chargebacks 470,397 489,481 40,790 246,645 50.4% Capital Outlay 22,219 30,345,500 599,239 4,596,416 15.1% Debt Service 819,926 2,081,841 430,235 565,930 27.2% Interfund Transfers 3,682,309 3,932,313 327,693 1,966,157 50.0% Miscellaneous - 42,000 - 0.0% Contingencies - 1,000 1,000 100.0% Depreciation Expense 2,581,863 - 0.0% Expenses Total 16,564,798 48,657,257 2,173,812 11,575,643 23.8% Net (615,417) (2,757,568) 5,349,734 5,399,037 Beginning Fund Balance 6,116,159 5,500,742 5,500,742 Fund Balance % Ending Fund Balance 5,500,742 2,743,174 10,899,779 22.4% 44 of 445 2018 Actual 2019 Budget June 2019 YTD 2019 % YTD to Budget 515 SEWER FUND Target = 50% Revenue Charges for Services 11,919,244 10,483,885 1,079,829 5,529,400 52.7% Interest Income 56,455 5,000 6,083 52,257 1045.1% Other Revenue 3,002 3,104,000 1,031,752 1,031,752 33.2% Interfund Transfers 187,430 - 0.0% Revenue Total 12,166,129 13,592,885 2,117,664 6,613,409 48.7% Expenses Salary and Benefits 1,400,023 1,354,512 100,479 653,204 48.2% Services and Supplies 301,786 304,500 92,217 436,400 143.3% Insurance and Other Chargebacks 269,988 282,083 23,507 141,041 50.0% Miscellaneous 230 1,500 1,610 107.3% Capital Outlay (654) 4,890,636 2,068 0.0% Interfund Transfers 991,677 1,773,532 1,064,461 1,386,766 78.2% Debt Service 959,123 6,148,475 415,354 3,169,847 51.6% Depreciation Expense 3,615,269 - 0.0% Expenses Total 7,537,442 14,755,238 1,696,017 5,790,936 39.2% Net 4,628,687 (1,162,353) 421,647 822,473 Beginning Fund Balance (238,627) 4,390,060 4,390,060 Fund Balance % Ending Fund Balance 4,390,060 3,227,707 5,212,533 35.3% 45 of 445 2018 Actual 2019 Budget June 2019 YTD 2019 % YTD to Budget 520 SOLID WASTE FUND Target = 50% Revenue Property Taxes 410,000 820,000 410,000 50.0% Charges for Services 3,672,193 4,239,270 276,744 1,894,695 44.7% Other Revenue 124,222 138,000 3,713 69,760 50.6% Interfund Transfers 705,967 150,000 12,500 75,000 50.0% Licenses, Permits and Fees 286,662 486,000 855 104,221 21.4% Revenue Total 5,199,044 5,833,270 293,812 2,553,676 43.8% Expenses Salary and Benefits 1,075,012 1,076,209 81,846 514,834 47.8% Services and Supplies 3,432,094 3,601,076 321,161 1,643,360 45.6% Insurance and Other Chargebacks 1,520 - 898 100.0% Miscellaneous 5,288 7,500 8,550 114.0% Capital Outlay 14,013 386,650 4,047 32,442 8.4% Interfund Transfers 322,362 322,362 26,864 161,181 50.0% Debt Service 1,280 22,745 363 363 1.6% Expenses Total 4,851,568 5,416,542 434,281 2,361,628 43.6% Net 347,476 416,728 (140,469) 192,048 Beginning Fund Balance (1,451,490) (1,104,014) (1,104,014) Fund Balance % Ending Fund Balance (1,104,014) (687,286) (911,966) -16.8% 46 of 445 Attachment 1: Investment Report Memorandum To: Wally Bobkiewicz, City Manager From: Hitesh Desai, CFO/Treasurer Subject: Second Quarter 2019 - Cash and Investment Report Date: July 25, 2019 Attached please find the Cash and Investment report as of June 30, 2019. A comparison between the first and second quarter 2019 investment reports indicate an increase in combined cash and investments of $21,356,077 from $74,202,786 to $95,558,863. The increase was principally due to the issuance of 2019 Bonds. Cash and investment changes from the previous period are summarized below: As of June 30, 2019, ledger balances showing the highest percentage of total deposit was held by Byline Bank at $41.5M or 43.5% of the total. Wintrust held $32.3M or 33.8%, while PMA Financial was in custody of money market funds at approximately $9.7M, or 10.2%. IMET was at $6.0M or 6.3%; Illinois Funds was at $4.5M or 4.7% and Fifth Third Bank was at $1.5M or 1.6%. Staff will continue to monitor the allocation of cash and investments to ensure compliance with the City’s investment policy of no financial institution having greater than 50% of the City’s total cash and investments. If you have any questions about this report or would like to discuss in greater detail, please contact me by phone at (847)448-8082 or by e-mail at hdesai@cityofevanston.org. 6/30/2019 3/31/2019 Change Cash $41,521,260 $32,416,985 $9,104,275 Investments $54,037,603 $41,785,801 $12,251,802 TOTAL $95,558,863 $74,202,786 $21,356,077 47 of 445 For City Council Meeting of August 5, 2019 Item A3 Business of City by Motion: 2019-2020 Mid-year City Council Goals Update For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Wally Bobkiewicz, City Manager Shenicka Hohenkirk, ICMA Fellow Kate Lewis-Lakin, Budget Coordinator Subject: 2019-2020 Mid-year City Council Goals Update Date: July 22, 2019 Recommended Action: Staff recommends that the City Council accept and place on file the 2019-2020 Mid- year City Council Goals update. Livability Benefits: Innovation & Process: Support Local Government Practices and Processes Summary: On April 29, 2019, City Council approved the following goals for 2019-2020: ● Invest in City Infrastructure and Facilities ● Stabilize Long-Term City Financing ● Enhance Community Development and Job Creation Citywide ● Expand Affordable Housing Options ● Ensure Equity in All City Operations The document outlining definitions, metrics, and city-wide projects for each goal can be found on the City’s website. This memo will serve as a mid-year update on the goals, including projects planned for the remainder of 2019. The next update will be provided in October during the 2020-21 Proposed Budget. Memorandum 48 of 445 Invest in City Infrastructure and Facilities Long-Range Capital Planning ● The City presents annual and 5-year capital improvement plans as part of the annual budget process. The proposed budget will be published in early October, and staff will present the proposed Capital Improvements Plan at that time. Develop Community Support and Fundraising Groups for City facilities ● In 2019, staff will explore creating a group to support the Noyes Cultural Arts Center. The City Manager will work with senior staff of the Parks, Recreation, and Community Services Department to discuss feasibility and potential next steps. Proactive Facility Maintenance ● Staff is working on implementing a new Commuter Maintenance Management System (CMMS) to capture and analyze complexity/time consumption of each request, limited manpower, responses to undocumented emergencies, and scheduling of critical request. ● Per 311 between Jan 1, 2019 and July 10, 2019, Facilities has received 854 work order requests. As of today 770 requests (90.2%) have been completed. ● For Civic Center needs, Facilities staff has been updating the engineer staff on the needs for the building. This process is still in progress at the moment. Investment in City Fleet ● Implemented new leases for parking enforcement and continuing the Repurposing Program to maximize the use of parts of vehicles. ● There is no way to show vehicle downtime in terms of number of days each vehicle is taken out of commission. Computerized Fleet Analysis (CFA) program captures the number of man hours that mechanics spend on each vehicle repair and maintenance. Between Jan. 1, 2019 and July 10, 2019 City Fleet spent 7,067.20 hours on 303 pieces of active equipment. Stabilize Long-Term City Finances Expand Revenue Base ● Staff is pursuing new strategies for enforcement of existing home rule taxes including hotel, amusement, and liquor taxes. A collection agency is being used for outstanding debts. An increase in the Home Rule Sales Tax rate is being considered for the 2020-21 budget. Diversify Revenue Sources ● Staff is exploring multiple new revenue sources to include as part of the 2020- 21 Proposed Budget, which will be published in early October. Options under consideration include a tax on storage units, expanding the amusement tax, and a new home rule tax on recreational marijuana. 49 of 445 Responsible Management of City Assets ● Finance staff is researching options for an RFP to evaluate all City assets and identify the best opportunities for sale. The RFP will be presented to the City Council as soon as staff completes their work. Long-Range Citywide Financial Planning ● The City continues to explore new options for long-range financial planning with the creation of the 2020-21 budget. The two year budget will allow City Council to make longer-term financial decisions than previous annual budgets. Additionally, five-year financial forecasts will be included in the budget document. Enhance Community Development and Job Creation Citywide Expand Job and Career Creation Opportunities ● The Economic Development Cooperative will receive $60,000 in start-up capital from the City that will ultimately in two, low-to-moderate, Income jobs with a steady career path in sustainable construction to eligible Evanston Residents over a two-year time period. ● Economic Development is in the process of launching a financial wellness initiative providing personal finance education to assist Evanston residents with building wealth to enable participation in capital and credit markets. ● City Council continued to fund minority-led entrepreneurial growth by granting $2,500 to Nelson Career Curators. This was approved by City Council in March 2019. ● The Evanston Great Merchant program was approved by City Council to receive $50,000 in March 2019. Economic Development staff allotted $20,000 of the funding to go toward merchant district improvements at Noyes and Foster/Maple. ● The workforce development program is ongoing, meeting with young adults to assist them in career development. There have been two community job fairs held, and on July 22, 2019 the contract for the Youth Job Center was approved by City Council. Expand Economic Opportunity ● Sustain Evanston recognizes nine local businesses that are certified. The pilot program is complete; however, the remaining businesses will not be certified until August. 50 of 445 Climate Action and Resilience Plan Total energy consumed in applicable units Electricity Natural Gas Year MWh Therms 2018 730,525 68,553,124 Percent Change (2017 - 2018) -0.7% 12.6% 2017 735,999 60,887,490 Percent Change (2005 - 2018) -6.5% 6.0% 2005 781,431 64,691,231 2025 Goal 586,073 48,518,423 This chart is the Annual energy consumption for natural gas and electricity for all buildings in Evanston. These metrics show the performance year (2018) compared to both the previous year (2017) and the baseline year (2005) to show the overall trends taking place. Year Landfill Recycling Yard Waste & Compost Other Diverted Total Material Overall Diversion Rate 2018 51,941 12,088 3,606 119 67,754 23.3% Percent Change (2017 - 2018) -2% 2% 5% -44% -1% 3% 2017 52,827 11,855 3,424 213 68,319 22.7% 2025 Goal 50% Monthly waste data is not available for all waste types so staff has included annual totals for the major waste categories: Landfill, Recycling, Yard Waste & Compost and Other Diverted Materials. The data provided in this chart is meant to highlight the overall amount of waste generated and the amount diverted from the landfill. Expand Transportation & Mobility ● Diverse transportation modes, including walking, biking, and public transit that are safe and low-cost are in progress. Improve Built Environment ● No specific data on new residential units located with the Transit Oriented Development areas. GIS project is still in progress. Expand Affordable Housing Options Expand the Supply of Affordable Housing ● There are two phases for Affordable Housing: (a) when there is an agreement made for the units; or (b) when those units become available. There is no set schedule for these two phases to take place, however, midyear or end of year is ideal to receive a full report on the supply of affordable housing units. 51 of 445 Build Economically and Racially Integrated Neighborhoods ● The number of affordable units generated by the inclusionary housing ordinance is measured when a development is approved or operational. One building has 4 units that are currently available. ● There is a financial commitment to begin a 60 unit senior housing development on Howard Street. This is estimated to be completed between 2020-2021. ● A total of 27 households have received rental assistance through either Tenant-Based Rental Assistance or Emergency Solutions Grant programs in 2019 to date. ● There are 5 newly registered Accessory Dwelling Units and 17 newly registered Single Family Dwelling Units in 2019. Preserve and Improve Existing Affordable Housing ● There have been no rehabs or weatherized properties as of 2019. ● Staff has mitigated lead hazards at 5 properties from 2018-2019 and have two properties undergoing mitigation this summer. From 2018-2019, staff has responded to 45 mold-related complaints. Expand Resources for Housing ● The funding application to Kresge Foundation is for their Advancing Health Equity through Housing program. Staff has requested $350,000 for a two-year period; staff is not sure when an update on this request will take place. ● In May 2019, City Council approved the Demolition tax increase from $10,000 to $15,000. Providing Housing Support and Services ● There are 85 participants who receive rental assistance from the City’s General Assistance Program. This is a program for low income families where they will provide assistance in rent, utilities, transportation, personal commodities and food. Ensure Equity in All City Operations Organizational Assessment ● The Office of Equity and Empowerment has conducted two organizational assessments. The first assessment completed was a City-wide assessment completed in January of 2018. The second assessment was the Equity Assessment for the Library in March of 2019. Staff will be conducting an equity assessment with each department in September 2019. Develop a Racial Equity Action Plan ● The development of the plan is in process and will be presented to City Council in September. Training to Operationalize Equity ● Approximately 330 staff members currently participate in equity training every third Thursday. 52 of 445 ● The City Equity Advocates participated in the multi-month National Seed Project Training, which promotes institutional change through personal transformation and builds capacity for more equitable institutions and communities. There will be a City Council Equity Training scheduled. Beyond Diversity training will be offered to City staff and elected officials once again this year in the fall. ● Development of an Equity Framework is still in progress. ● The Social Service Review Report will be presented to the City Council on August 5, 2019. The review used a Racial Equity Impact Analysis as a tool and process that internal and external stakeholders worked together to development recommendations. ● A survey was sent to staff regarding the development of a new Language Access Policy. Staff is in the process of analyzing the results and will have a plan presented to City Council by October 2019. ● Climate Action Resilience Plan (CARP) was approved by City Council December 2018. Since then, the Partners for Place Grant is currently in progress. This is a 2 year grant that will identify and ultimately remove barriers to achieve affordable, resilient, net-zero homes in Evanston. An engagement approach to ensure residents are a part of CARP implementation was launched in July 2019. 53 of 445 For City Council Meeting of August 5, 2019 Item A4 Business of the City by Motion: Fleetwood-Jourdain Interior Renovation Contract For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Public Works Agency Director Lara Biggs, Bureau Chief – Capital Planning / City Engineer Shane Cary, Architect/Project Manager Subject: Fleetwood-Jourdain Interior Renovation (RFP 19-13) Approval of Contract to New Contractor Date: August 5, 2019 Recommended Action: Staff recommends City Council authorize the City Manager to execute a contract for the Fleetwood-Jourdain Community Center Interior Renovation (RFP 19-13) with Bodala, LLC dba Central Rug and Carpet (3006 Central Street, Evanston, IL) in the amount of $599,000. Funding Source: Funding is available in the amount of $440,000 from Good Neighbor Funds and $160,000 from the 2019 General Obligation Bond. A detailed project funding breakdown is included below. Memorandum 54 of 445 Fund Account FY 2019 Budget Remaining Contract Good Neighbor Funds (2018) 415.40.4218.65515 – 618008 $290,000 $290,000 Good Neighbor Funds (2019) 415.40.4219.65515 – 618008 $150,000 $150,000 2019 G.O. Bond (other project savings) 415.40.4119.65515 – 618008 $160,000 $159,000 Total $600,000 $599,000 Livability Benefits: Built Environment: Enhance public spaces, address indoor and outdoor air quality and light pollution Climate & Energy Reduce material waste Education, Arts & Incorporate arts and cultural resources; preserve and reuse Community historic structures and sites; support social and cultural diversity; support older adults as they age in the community Health & Safety Promote Healthy, active lifestyles; provide for access to fresh, healthful food Summary: On May 28, 2019, City Council awarded the Fleetwood-Jourdain Interior Renovations project to W Construction (see attached memo for details on selection process). During the period of time in which the City was working with W Construction to fully execute the contract, it became apparent that W Construction failed to procure the payment and performance bonds within the allotted time as required by the contract. Because of their inability to meet a critical contract requirement, the City terminated the contract on July 18, 2019. Staff contacted the contractor that was rated next highest in the evaluation of the proposals. This contractor, Central Rug and Carpet, agreed to honor their original proposal. Central Rug and Carpet has worked for the City previously, and their work has been satisfactory. A review of their compliance with the City’s M/W/EBE and LEP programs is attached. Legislative History: February 26, 2018 – City Council approved agreement with Designs 4 Dignity for interior design services May 28, 2019 – City approved award of the construction contract to W Construction 55 of 445 Attachments: City Council Memo from the original award of the Fleetwood-Jourdain Interior Improvements project, dated May 28, 2019 M/W/EBE Compliance Review Memo 56 of 445 For City Council Meeting of May 28, 2019 Item A6 Business of the City by Motion: Fleetwood-Jourdain Interior Renovation For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Public Works Agency Director Lara Biggs, Bureau Chief – Capital Planning / City Engineer Shane Cary, Architect/Project Manager Subject: Fleetwood-Jourdain Interior Renovation (RFP 19-13) Approval of Contract Date: May 28, 2019 Recommended Action: Staff recommends City Council authorize the City Manager to execute a contract for the Fleetwood-Jourdain Community Center Interior Renovation (RFP 19-13) with W Construction, Inc. (655 Paxton Place, Carol Stream, IL 60188) in the amount of $585,000.00. Funding Source: Funding is available in the amount of $440,000 from the Good Neighbor Fund and $145,000 from 2019 General Obligation Bonds. A detailed project funding breakdown is included below. Memorandum 142 of 34057 of 445 Fund Account FY 2019 Budget Remaining Contract Good Neighbor Fund (2018) 415.40.4218.65515 – 618008 $290,000 $290,000 Good Neighbor Fund (2019) 415.40.4219.65515 – 618008 $150,000 $150,000 2019 G.O. Bond (other project savings) 415.40.4119.65515 – 618008 $150,000 $145,000 Total $590,000 $585,000 Livability Benefits: Built Environment: Enhance public spaces, address indoor and outdoor air quality and light pollution Climate & Energy: Reduce material waste Education, Arts & Incorporate arts and cultural resources; preserve and reuse Community: historic structures and sites; support social and cultural diversity; support older adults as they age in the community Health & Safety: Promote Healthy, active lifestyles; provide for access to fresh, healthful food Background Information: Constructed in 1957, the Fleetwood-Jourdain Community Center serves as a major recreation center for Evanston. The interior of the building has had several small renovations performed in recent years but none of these renovations have impacted the main public spaces. There is a need to provide new finishes to update the interior of the building and use a holistic design approach to unify the spaces. The scope of this project includes: Building Entryway – Replace lighting; paint walls; install new flooring Auditorium – Remove unused heating cabinets along west wall; relocate handicapped lift; install new stairs, flooring, ceiling treatment, window treatments, flooring, floating wall to provide storage area, furniture for lounge area; paint walls Kitchen – Install new flooring, ceiling, appliances, cabinets; lower serving window to ADA-compliant height Hallway – Replace flooring Dance Studios – Refinish hardwood flooring, paint walls Offices – Lower customer service counter to ADA-compliant height To accomplish this goal, the City of Evanston partnered with Designs 4 Dignity to assess the building interior and provide an appropriate design. Designs 4 Dignity provides design services and leverages their industry contacts to provide materials at 143 of 34058 of 445 reduced costs, or materials repurposed from other projects. This unique procurement process provides the opportunity to leverage every dollar spent to maximize the benefi t to the City of Evanston’s residents. At the end of the design process , Designs 4 Dignity provided bid documents and a list of materials which vendors have donated or promised at a reduced cost. Due to the special procurement process involved with the materials, City staff used a Request for Proposal process to select the general contractor to perform the construction work. Analysis: This RFP was advertised on Demand Star and in the Pioneer Press. Proposals for the project were received on March 19, 2019. The City received proposals from the following four general contractors: Contractor Address W Construction, Inc. 655 Paxton Place Carol Stream, Illinois 60188 Central Rug & Carpet 3006 Central Street Evanston, Illinois 60201 Midwest Services and Development 5280 North Lawler Chicago, Illinois 60630 Orbis Construction Company, Inc. 27396 Volo Village Road Volo, Illinois 60073 Proposals were reviewed by the following staff: Lara Biggs Shane Cary Kenneth Cherry Sean Ciolek Karen Hawk Stefanie Levine Designs 4 Dignity Staff Designs 4 Dignity Advisors Following the initial scoring, the selection committee interviewed the two highest ranked general contractors, W Construction, and Central Rug & Carpet to confirm their understanding of the project and evaluate their overall expertise. Below is a chart indicating the revised scoring following the interviews. 144 of 34059 of 445 General Contractor Qualifications and Expertise Project Approach Cost Interview Organization & Completeness of Proposal Willingness to Execute City Contract M/W/EBE Participation Total Maximum Points 30 15 15 10 10 10 10 100 W Construction, Incorporated 21 14 8 8 10 10 0 71 Central Rug & Carpet 17 6 7 7 9 10 10 66 Midwest Services & Development 8 3 9 0 9 10 0 39 Orbis Construction Non-Responsive W Construction has worked for the City previously, and their work has been satisfactory. Additionally, staff contacted the references provided and found them to be positive. W Construction demonstrated a good understanding of the project issues and a willingness to work with the project team to deliver a renovation with this unique procurement process. Therefore, staff recommends award to W Construction in the amount of $585,000. Legislative History: February 26, 2018 – City Council approved agreement with Designs 4 Dignity for interior design services Attachments: M/W/EBE Compliance Review Memo 145 of 34060 of 445 Fleetwood-Jourdain Interior Renovation, RFP 19-13, M/W/EBE Memo & LEP 05.28.2019 To: David Stoneback, Public Works Agency Director Lara Biggs, P.E. Bureau Chief – Capital Planning / City Engineer Shane Cary, Architect/Project Manager From: Tammi Nunez, Purchasing Manager Subject: Fleetwood-Jourdain Interior Renovation, RFP 19-13 Date: May 28, 2019 The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have gener al contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. With regard to the Fleetwood- Jourdain Interior Renovation, RFP 19-13, W Construction total base bid is $585,000 and they will receive 0% credit for compliance towards the M/W/EBE goal. W Construction’s total bid including all alternates, is equal to or greater than $250,000, and they will employ for the duration of the contract for which they are submitting this bid, through use of the City of Evanston database or otherwise, Evanston residents (residing inn zip codes 60201 or 60202) for at least 15% of all hours worked at the construction site by construction trade workers. cc: Hitesh Desai, Chief Financial Officer Memorandum 146 of 34061 of 445 To: David Stoneback, Public Works Agency Director Lara Biggs, P.E. Bureau Chief – Capital Planning / City Engineer Shane Cary, Architect/Project Manager From: Tammi Nunez, Purchasing Manager Sharon A. Johnson, Business Workforce Compliance Coordinator Subject: Fleetwood-Jourdain Interior Renovation, RFP 19-13 Date: August 5, 2019 The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have general contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. With regard to the Fleetwood-Jourdain Interior Renovation, RFP 19-13, Bodala, LLC dba Central Rug and Carpet total base bid is $599,000 and they will receive 10% credit for compliance towards the M/W/EBE goal. Name of M/W/EBE Scope of Work Contract Amount % MBE WBE EBE Central Rug and Carpet 3006 Central Street Evanston, IL 60201 Interior Renovation 599,000 10% X Total M/W/EBE $599,000 10% Central Rug and Carpet is recognized as an Evanston Based Enterprise (EBE) managing 10% of the contract. The subcontractor (Structures) will provide 90% of the work. CC: Hitesh Desai, Chief Financial Officer Memorandum 62 of 445 For City Council Meeting of August 5, 2019 Item A5 Business of the City by Motion: Emergency Siren System Contract For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Public Works Agency Director Lara Biggs, P.E., Bureau Chief – Capital Planning / City Engineer Chris Venatta, P.E., Senior Project Manager Subject: Contract with Federal Signal Corporation for the Emergency Siren System (RFP 19-33) Date: June 10, 2019 Recommended Action: Staff recommends City Council authorize the City Manager to execute a contract for the Emergency Siren System (RFP 19-33) with Federal Signal Corporation (2645 Federal Signal Drive, University Park, IL) in the amount of $187,508. Funding Source: Funding will be provided from the Capital Improvement Fund 2019 General Obligation Bonds. This item was budgeted at $175,000, all of which is remaining. Additional funding is available from savings in other projects. A detailed breakdown is as follows: Budget Description Account# Budgeted Contract Amount 2019 G.O.Bonds – Emergency Siren System 415.40.4119.65515 - 119002 $175,000 $175,000 2019 G.O. Bonds – Other project savings 415.40.4119.65515 - 119002 $15,000 $12,508 Totals: $190,000 $187,508 Livability Benefits: Health & Safety: Improve emergency prevention and response; Enhance resiliency to natural & human hazards Background Information: The City of Evanston currently maintains six emergency sirens distributed throughout the city. The sirens are utilized for alert warning for emergency notification of threatening weather events as well as attack warning for external unnatural threats. The Memorandum 63 of 445 existing emergency siren system was installed in the 1970s and has exceeded its useful life. Of the six existing siren sites, three sirens are located on roofs with the other three located on wooden poles. The locations of the existing emergency sirens are listed below: 1. Fire Station No. 2 2. Fire Station No. 3 3. Fire Station No. 4 4. Fire Station No. 5 5. Evanston Township High School Power Plant 6. Police/Fire Headquarters The base proposal includes removal and replacement of the existing system which utilizes six existing sirens and the associated control equipment to provide audible warning alarms to the entire geographic area of the City of Evanston. Each proposer was required to verify that this will provide complete coverage of the City using appropriate modeling software. The new sirens will provide audible alarms upon receipt of a radio signal from the new control system. Each siren will be powered by electricity with a battery backup. In addition, each proposer was asked to submit an Alternate 1 cost to provide a 3-year maintenance contract, which would run from January 1, 2020 through December 31, 2022. The project is scheduled to be completed by November 30, 2019. Analysis: This Request for Proposal (RFP) was advertised on Demandstar and in the Pioneer Press. Proposals for the project were received on June 18, 2019. Three vendors submitted proposals for this project as follows: Firm Address Base Proposal Alternate 1 – Maintenance Contract Federal Signal Corporation 2645 Federal Signal Drive, University Park, IL $180,308.02 $7,200 J. A. Watts, Inc. 940 West Adams Street, Suite 400, Chicago, IL $199,800.00 $8,500 Radicom, Inc. 2604 N. Chapel Hill Road, McHenry, IL $183,288.40 $9,675 64 of 445 Proposals were reviewed by the following staff: Lara Biggs, Capital Planning and Engineering Bureau Chief / City Engineer – Public Works Agency Sean Ciolek, Division Manager of Facilities & Fleet Management Joseph Dugan, Deputy Chief of Police Anil Khatkhate, Project Manager Kimberly Kull, Division Chief of Emergency Management/Logistics Perry Polinski, Communications Coordinator Linda Thomas, Purchasing Specialist A summary of the scoring is as follows: Consultant Firm Qualifications and Experience Project Approach Price Organization and Completeness of Proposal Willingness to Execute City Contract M/W/EBE Participation Total Maximum Points 30 30 10 10 10 10 100 Federal Signal Corporation 30 29 10 10 7 5 91 J.A.Watts, Inc. 29 28 4 8 10 8 87 Radicom, Inc. 21 20 7 5 10 5 68 Federal Signal Corporation demonstrated a good understanding of the project. Staff is recommending award of both the base proposal and the alternate to provide a 3-year maintenance contract for a total contract award of $187,508. A review of the project for compliance with the City’s M/W/EBE program goals is attached. Attachments: Memo on M/W/EBE Compliance 65 of 445 To: David Stoneback, Public Works Agency Director Lara Biggs, Bureau Chief – Capital Planning / City Engineer Anil Khatkhate, Project Manager From: Tammi Nunez, Purchasing Manager Sharon A. Johnson, Business Workforce Compliance Coordinator Subject: Emergency Siren System (RFP 19-33) Date: August 5, 2019 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. However, the Emergency Siren System (RFP 19-33) precludes subcontracting opportunities. The specific nature of the tasks outlined in the RFP (Task 1 – Siren Site Investigation, and Task 4 – Maintenance Contract) requires work by a Certified Federal Signal Regional Installer with factory trained service technicians. Therefore, a waiver is granted. Cc: Hitesh Desai, Chief Financial Officer Memorandum 66 of 445 For the City Council Meeting of May 10, 2010 Item # For City Council Meeting of August 5, 2019 Item A6 Business of the City by Motion: Replacement of One PWA Hook Lift Truck For Action To: Honorable Mayor and Members of the City Council From: Erika Storlie, Director of Administrative Services/Assistant City Manager Dave Stoneback, Director of Public Works Agency Sean Ciolek, Division Manager of Facilities and Fleet Edgar Cano, Bureau Chief of Public Services Subject: Replacement of One Public Works Agency Hook Lift Truck Date: July 22, 2019 Recommended Action: Staff recommends City Council approve the purchase of one (1) hook lift truck with a dump body and spreader body for daily use by the Public Works Agency for forestry and snow operations. The replacement vehicle will be purchased from JX Peterbilt (42400 Old Hwy 41, Wadsworth, IL 60083) in the amount of $251,290 through the Sourcewell joint purchasing contract. Funding Source: Funding for this vehicle will be from the Equipment Replacement Fund (Account 601.19.7780.65550) with a budget of $1,622,977. Livability Benefit: Built Environment: Enhance public spaces Climate & Energy: Reduce greenhouse gas emissions Summary: Vehicle #580 for the Public Works Agency/Public Services Bureau will be a Peterbilt Model 348 with Monroe Amphiroll Hooklift, 2 interchangeable stainless steel hook bodies (1 spreader body and 1 dump body) and a Monroe plow. It will replace existing Vehicle #580 (a 1996 Ford LTS8000 which has had 418 service visits and $165,721.40 worth of in-house and vendor repairs over the life of the vehicle which was purchased for $81,498 in 1995). The existing vehicle will be placed out of service and auctioned. Memorandum 67 of 445 The recommended replacement unit purchase is as follows: Division Unit # Replacement Description Model Year Purchase Price Type of Bid Vendor PWA Forestry 580 Peterbilt 348 Hook Lift 2020 $251,290 Sourcewell Contract #081716 JX Peterbilt The replacement of this vehicle is crucial for safe, reliable, environmentally friendly and cost effective operations. This truck is an EPA emission compliant diesel unit. This vehicle will provide increased miles per gallon driven and reduced emissions as a result of the latest vehicle emission technology available in the marketplace at this point in time. JX Peterbilt is the Sourcewell (NJPA) winner for this type of vehicle and will be utilized for the purchase of this unit. They have been a responsive and responsible bid winner of the contract in the past and as such, have provided efficient turn-around to our ordering and timely delivery needs. There are no Evanston Based Businesses that can provide this type of vehicle. Attachments Quote and specification for one (1) replacement vehicle purchase 68 of 445 69 of 445 70 of 445 71 of 445 72 of 445 73 of 445 74 of 445 75 of 445 76 of 445 77 of 445 78 of 445 79 of 445 80 of 445 81 of 445 82 of 445 83 of 445 84 of 445 85 of 445 86 of 445 87 of 445 88 of 445 89 of 445 For City Council Meeting of August 5, 2019 Item A7 Business of the City by Motion: Award Contract for Athletics Program For Action To: Honorable Mayor and Members of the City Council From: Lawrence C. Hemingway, Director of Parks, Recreation & Community Services Karen Hawk, Assistant Director Community Services Subject: Contract Award for Athletics Program (RFP 19-25) Date: August 5, 2019 Recommended Action: Staff recommends City Council authorize the City Manager to execute an agreement with We Got Game, LLC (3553 W. Peterson Ave #106, Chicago, IL 60659) for the City of Evanston Athletics Programs run at Robert Crown and Chandler-Newberger Centers. The contract is for three (3) years with a mutual option to renew for two (2) additional one (1) year options. The contract period will run from January 6, 2020 through December 31, 2022. Funding Source: Revenue from program registrations are deposited into General Fund Accounts 100.30.3035.53565 and 100.30.3030.53565 and instruction expenses are paid from 100.30.3035.62505 and 100.30.3030.62505. Compensation for the vendor varies based on the type of program and number of weeks the camps/programs operate and will work within the fee structure already in place by the City and is based on the following percentages of resident rate revenues collected from program registrations: Program Percentage of Revenue to Vendor Percentage of Revenue to City Youth Camps and Classes 70% 30% In 2018 and 2019, total revenues collected were $51,694.80. The City’s share of net revenue totaled $15,508.44. The vendor and City have the mutual option to agree on a new minimum fee per class each fiscal year. The revenue percentage split will remain 70/30 through the term of the entire contract. Memorandum 90 of 445 Livability Benefits: Health and Safety: Promote healthy, active lifestyles Summary: Request for Proposal (RFP) 19-25 was solicited for the Athletics program in June 2019. The RFP was advertised with Pioneer Press, on the City’s website and emailed to six (6) potential vendors. The Parks, Recreation and Community Services (PRCS) Department directly solicited six vendors, as well as advertised with Pioneer Press and DemandStar, to run a comprehensive Athletics Program to include both classes and camps to be run at the Robert Crown and Chandler-Newberger Centers with the potential to add additional programs at other facilities. Two proposals were submitted for instruction of the PRCS Athletics Program: Vendor Address We Got Game, LLC 3553 W. Peterson Ave #106, Chicago, IL 60659 3 Point Athletics 3097 N. Elston #302, Chicago, IL 60630 We Got Game, LLC is our current vendor and offers a wide variety of fun, sports-based programs for kids. Knowledgeable and experienced c oaches guide every aspect of their programs to provide proper instruction and training. They provide recreational sports programs at a variety of park districts, schools and recreation departments throughout Illinois and Ohio. We Got Game, LLC is responsible for providing qualified/certified instructors, all program equipment and determining curriculum (to be approved by PRCS staff). City staff will be responsible for processing all registration, promotion of the athletics programs/camps, coordinating use of the gym space for programs/camps and overall administration of the program. Attachments: Professional Services Agreement MWEBE Memo 91 of 445 CITY OF EVANSTON PROFESSIONAL SERVICES AGREEMENT The parties referenced herein desire to enter into an agreement for professional services for Athletics Program “the project” RFP Number: 19-25 THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this 6th day of August, 2019, between the City of Evanston, an Illinois municipal corporation with offices located at 2100 Ridge Avenue, Evanston Illinois 60201 (hereinafter referred to as the “City”), and We Got Game, LLC. with offices located at (3553 W. Peterson Ave. #106, Chicago, IL 60659) (hereinafter referred to as the “Consultant”). Compensation for all basic Services (“the Services”) provided by the Consultant pursuant to the terms of this Agreement shall not exceed $21,000. I. COMMENCEMENT DATE Consultant shall commence the Services on January 6, 2020 or no later than three (3) DAYS AFTER City executes and delivers this Agreement to Consultant. II. COMPLETION DATE Consultant shall complete the Services by December 31, 2022. If this Agreement provides for renewals after an initial term, no renewal shall begin until agreed to in writing by both parties prior to the completion date of this Agreement. III. PAYMENTS City shall pay Consultant those fees as provided here: Payment shall be made upon the completion of each task for a project, as set forth in Exhibit A – Project Milestones and Deliverables. Any expenses in addition to those 92 of 445 set forth here must be specifically approved by the City in writing in advance. IV. DESCRIPTION OF SERVICES Consultant shall perform the services (the “Services”) set forth here: Services are those as defined in Exhibit A, the City’s Request for Proposal/Qualifications No. # 19-27 (Exhibit B) and Consultant’s Response to the Proposal (Exhibit C). Services may include, if any, other documented discussions and agreements regarding scope of work and cost (Exhibit D). V. GENERAL PROVISIONS A. Services. Consultant shall perform the Services in a professional and workmanlike manner. All Services performed and documentation (regardless of format) provided by Consultant shall be in accordance with the standards of reasonable care and skill of the profession, free from errors or omissions, ambiguities, coordination problems, and other defects. Consultant shall take into account any and all applicable plans and/or specifications furnished by City, or by others at City’s direction or request, to Consultant during the term of this Agreement. All materials, buildings, structures, or equipment designed or selected by Consultant shall be workable and fit for the intended use thereof, and will comply with all applicable governmental requirements. Consultant shall require its employees to observe the working hours, rules, security regulations and holiday schedules of City while working and to perform its Services in a manner which does not unreasonably interfere with the City’s business and operations, or the business and operations of other tenants and occupants in the City which may be affected by the work relative to this Agreement. Consultant shall take all necessary precautions to assure the safety of its employees who are engaged in the performance of the Services, all equipment and supplies used in connection therewith, and all property of City or other parties that may be affected in connection therewith. If requested by City, Consultant shall promptly replace any employee or agent performing the Services if, in the opinion of the City, the performance of the employee or agent is unsatisfactory. Consultant is responsible for conforming its final work product to generally accepted professional standards for all work performed pursuant to this Agreement. Consultant is an independent Consultant and is solely responsible for all taxes, withholdings, and other statutory or contractual obligations of any sort, including but not limited to, Worker’s Compensation Insurance. Nothing in this Agreement accords any third-party beneficiary rights whatsoever to any non- party to this Agreement that any non-party may seek to enforce. Consultant acknowledges and agrees that should Consultant or its subconsultants provide false information, or fail to be or remain in compliance with this Agreement, the City may void this Agreement. The Consultant warrants and states that it has 93 of 445 read the Contract Documents, and agrees to be bound thereby, including all performance guarantees as respects Consultant’s work and all indemnity and insurance requirements. The Consultant shall obtain prior approval from the City prior to subcontracting with any entity or person to perform any of the work required under this Agreement. If the Consultant subcontracts any of the services to be performed under this Agreement, the subconsultant agreement shall provide that the services to be performed under any such agreement shall not be sublet, sold, transferred, assigned or otherwise disposed of to another entity or person without the City’s prior written consent. The Consultant shall be responsible for the accuracy and quality of any subconsultant’s work. All subconsultant agreements shall include verbatim or by reference the provisions in this Agreement binding upon Consultant as to all Services provided by this Agreement, such that it is binding upon each and every subconsultant that does work or provides Services under this Agreement. The Consultant shall cooperate fully with the City, other City contractors, other municipalities and local government officials, public utility companies, and others, as may be directed by the City. This shall include attendance at meetings, discussions and hearings as requested by the City. This cooperation shall extend to any investigation, hearings or meetings convened or instituted by OSHA relative to this Project, as necessary. Consultant shall cooperate with the City in scheduling and performing its Work to avoid conflict, delay in or interference with the work of others, if any, at the Project. Except as otherwise provided herein, the nature and scope of Services specified in this Agreement may only be modified by a writing approved by both parties. This Agreement may be modified or amended from time to time provided, however, that no such amendment or modification shall be effective unless reduced to writing and duly authorized and signed by the authorized representatives of the parties. B. Representation and Warranties. Consultant represents and warrants that: (1) Consultant possesses and will keep in force all required licenses to perform the Services, (2) the employees of Consultant performing the Services are fully qualified, licensed as required, and skilled to perform the Services. C. Termination. City may, at any time, with or without cause, terminate this Agreement upon seven (7) days written notice to Consultant. If the City terminates this agreement, the City will make payment to Consultant for Services performed prior to termination. Payments made by the City pursuant to this Agreement are subject to sufficient appropriations made by the City of Evanston City Council. In the event of termination resulting from non-appropriation or insufficient appropriation by the City Council, the City’s obligations hereunder 94 of 445 shall cease and there shall be no penalty or further payment required. In the event of an emergency or threat to the life, safety or welfare of the citizens of the City, the City shall have the right terminate this Agreement without prior written notice. Within thirty (30) days of termination of this Agreement, the Consultant shall turn over to the City any documents, drafts, and materials, including but not limited to, outstanding work product, data, studies, test results, source documents, AutoCad Version 2007, PDF, ArtView, Word, Excel spreadsheets, technical specifications and calculations, and any other such items specifically identified by the City related to the Services herein. D. Independent Consultant. Consultant’s status shall be that of an independent Consultant and not that of a servant, agent, or employee of City. Consultant shall not hold Consultant out, nor claim to be acting, as a servant, agent or employee of City. Consultant is not authorized to, and shall not, make or undertake any agreement, understanding, waiver or representation on behalf of City. Consultant shall at its own expense comply with all applicable workers compensation, unemployment insurance, employer’s liability, tax withholding, minimum wage and hour, and other federal, state, county and municipal laws, ordinances, rules, regulations and orders. Consultant agrees to abide by the Occupational Safety & Health Act of 1970 (OSHA), and as the same may be amended from time to time, applicable state and municipal safety and health laws and all regulations pursuant thereto. E. Conflict of Interest. Consultant represents and warrants that no prior or present services provided by Consultant to third parties conflict with the interests of City in respect to the Services being provided hereunder except as shall have been expressly disclosed in writing by Consultant to City and consented to in writing to City. F. Ownership of Documents and Other Materials. All originals, duplicates and negatives of all plans, drawings, reports, photographs, charts, programs, models, specimens, specifications, AutoCad Version 2007, Excel spreadsheets, PDF, and other documents or materials required to be furnished by Consultant hereunder, including drafts and reproduction copies thereof, shall be and remain the exclusive property of City, and City shall have the unlimited right to publish and use all or any part of the same without payment of any additional royalty, charge, or other compensation to Consultant. Upon the termination of this Agreement, or upon request of City, during any stage of the Services, Consultant shall promptly deliver all such materials to City. Consultant shall not publish, transfer, license or, except in connection with carrying out obligations under this Agreement, use or reuse all or any part of such reports and other documents, including working pages, without the prior written approval of City, provided, however, that Consultant may retain copies of the same for Consultant’s own general reference. 95 of 445 G. Payment. Invoices for payment shall be submitted by Consultant to City at the address set forth above, together with reasonable supporting documentation, City may require such additional supporting documentation as City reasonably deems necessary or desirable. Payment shall be made in accordance with the Illinois Local Government Prompt Payment Act, after City’s receipt of an invoice and all such supporting documentation. H. Right to Audit. Consultant shall for a period of three years following performance of the Services, keep and make available for the inspection, examination and audit by City or City’s authorized employees, agents or representatives, at all reasonable time, all records respecting the services and expenses incurred by Consultant, including without limitation, all book, accounts, memoranda, receipts, ledgers, canceled checks, and any other documents indicating, documenting, verifying or substantiating the cost and appropriateness of any and all expenses. If any invoice submitted by Consultant is found to have been overstated, Consultant shall provide City an immediate refund of the overpayment together with interest at the highest rate permitted by applicable law, and shall reimburse all of City’s expenses for and in connection with the audit respecting such invoice. I. Indemnity. Consultant shall defend, indemnify and hold harmless the City and its officers, elected and appointed officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting from or arising out of any negligent or willful act or omission on the part of the Consultant or Consultant’s subcontractors, employees, agents or subcontractors during the performance of this Agreement. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. The Consultant shall be liable for the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits. Nothing herein shall be construed as a limitation or waiver of defenses available to the City and employees and agents, including but not limited to the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1- 101 et seq. At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all such Losses and must pay all costs and expenses incidental to them, but the City has the right, at its option, to participate, at its own cost, in the defense of any suit, without relieving Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit related to this Agreement by 96 of 445 Consultant must be made only with the prior written consent of the City Corporation Counsel, if the settlement requires any action on the part of the City. To the extent permissible by law, Consultant waives any limits to the amount of its obligations to indemnify, defend, or contribute to any sums due under any Losses, including any claim by any employee of Consultant that may be subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does not waive any limitations it may have on its liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute. Consultant shall be responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out of any act or omission, neglect, or misconduct in the performance of its Work or its subConsultants’ work. Acceptance of the work by the City will not relieve the Consultant of the responsibility for subsequent correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. All provisions of this Section shall survive completion, expiration, or termination of this Agreement. J. Insurance. Consultant shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of this Agreement, for damages caused or contributed to by Consultant, and insuring Consultant against claims which may arise out of or result from Consultant’s performance or failure to perform the Services hereunder: (1) worker’s compensation in statutory limits and employer’s liability insurance in the amount of at least $500,000, (2) comprehensive general liability coverage, and designating City as additional insured for not less than $3,000,000 combined single limit for bodily injury, death and property damage, per occurrence, (3) comprehensive automobile liability insurance covering owned, non-owned and leased vehicles for not less than $1,000,000 combined single limit for bodily injury, death or property damage, per occurrence, and (4) errors and omissions or professional liability insurance respecting any insurable professional services hereunder in the amount of at least $1,000,000. Consultant shall give to the City certificates of insurance for all Services done pursuant to this Agreement before Consultant performs any Services, and, if requested by City, certified copies of the policies of insurance evidencing the coverage and amounts set forth in this Section. The City may also require Consultant to provide copies of the Additional Insured Endorsement to said policy(ies) which name the City as an Additional Insured for all of Consultant’s Services and work under this Agreement. Any limitations or modification on the certificate of insurance issued to the City in compliance with this Section that conflict with the provisions of this Section shall have no force and effect. Consultant’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or 97 of 445 reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. Consultant understands that the acceptance of certificates, policies and any other documents by the City in no way releases the Consultant and its subcontractors from the requirements set forth herein. Consultant expressly agrees to waive its rights, benefits and entitlements under the “Other Insurance” clause of its commercial general liability insurance policy as respects the City. In the event Consultant fails to purchase or procure insurance as required above, the parties expressly agree that Consultant shall be in default under this Agreement, and that the City may recover all losses, attorney’s fees and costs expended in pursuing a remedy or reimbursement, at law or in equity, against Consultant. Consultant acknowledges and agrees that if it fails to comply with all requirements of this Section, that the City may void this Agreement. K. Confidentiality. In connection with this Agreement, City may provide Consultant with information to enable Consultant to render the Services hereunder, or Consultant may develop confidential information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Consultant may make for City to any person, firm or corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Consultant on a confidential basis from any third party unless Consultant shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure within limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Consultant’s control, the Consultant shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Consultant shall cooperate to determine what records are subject to such a request and whether or not any exemptions to the disclosure of such records, or part thereof, is applicable. Vendor shall indemnify and defend the City from and against all claims arising from the City’s exceptions to disclosing certain records which Vendor may designate as proprietary or confidential. Compliance by the City with an opinion or a directive from the Illinois Public Access Counselor or the Attorney General under FOIA, or with a decision or order of Court with jurisdiction over the City, shall not be a violation of this Section. 98 of 445 L. Use of City’s Name or Picture of Property. Consultant shall not in the course of performance of this Agreement or thereafter use or permit the use of City’s name nor the name of any affiliate of City, nor any picture of or reference to its Services in any advertising, promotional or other materials prepared by or on behalf of Consultant, nor disclose or transmit the same to any other party. M. No Assignments or Subcontracts. Consultant shall not assign or subcontract all or any part or its rights or obligations hereunder without City’s express prior written approval. Any attempt to do so without the City’s prior consent shall, at City’s option, be null and void and of no force or effect whatsoever. Consultant shall not employ, contract with, or use the services of any other architect, interior designer, engineer, consultant, special contractor, or other third party in connection with the performance of the Services without the prior written consent of City. N. Compliance with Applicable Statutes, Ordinances and Regulations. In performing the Services, Consultant shall comply with all applicable federal, state, county, and municipal statutes, ordinances and regulations, at Consultant’s sole cost and expense, except to the extent expressly provided to the contrary herein. Whenever the City deems it reasonably necessary for security reasons, the City may conduct at its own expense, criminal and driver history background checks of Consultant’s officers, employees, subcontractors, or agents. Consultant shall immediately reassign any such individual who in the opinion of the City does not pass the background check. O. Liens and Encumbrances. Consultant, for itself, and on behalf of all subcontractors, suppliers, materialmen and others claiming by, through or under Consultant, hereby waives and releases any and all statutory or common law mechanics’ materialmens’ or other such lien claims, or rights to place a lien upon City property or any improvements thereon in connection with any Services performed under or in connection with this Agreement. Consultant further agrees, as and to the extent of payment made hereunder, to execute a sworn affidavit respecting the payment and lien releases of all subcontractors, suppliers and materialmen, and a release of lien respecting the Services at such time or times and in such form as may be reasonably requested by City. Consultant shall protect City from all liens for labor performed, material supplied or used by Consultant and/or any other person in connection with the Services undertaken by consultant hereunder, and shall not at any time suffer or permit any lien or attachment or encumbrance to be imposed by any subConsultant, supplier or materialmen, or other person, firm or corporation, upon City property or any improvements thereon, by reason or any claim or demand against Consultant or otherwise in connection with the Services. P. Notices. Every notice or other communication to be given by either party to the other with respect to this Agreement, shall be in writing and shall not be effective for any purpose unless the same shall be served personally or by 99 of 445 United States certified or registered mail, postage prepaid, addressed if to City as follows: City of Evanston, 2100 Ridge Avenue, Evanston, Illinois 60201, Attention: Purchasing Division and to Consultant at the address first above set forth, or at such other address or addresses as City or Consultant may from time to time designate by notice given as above provided. Q. Attorney’s Fees. In the event that the City commences any action, suit, or other proceeding to remedy, prevent, or obtain relief from a breach of this Agreement by Consultant, or arising out of a breach of this Agreement by Consultant, the City shall recover from the Consultant as part of the judgment against Consultant, its attorneys’ fees and costs incurred in each and every such action, suit, or other proceeding. R. Waiver. Any failure or delay by City to enforce the provisions of this Agreement shall in no way constitute a waiver by City of any contractual right hereunder, unless such waiver is in writing and signed by City. S. Severability. In the event that any provision of this Agreement should be held void, or unenforceable, the remaining portions hereof shall remain in full force and effect. T. Choice of Law. The rights and duties arising under this Agreement shall be governed by the laws of the State of Illinois. Venue for any action arising out or due to this Agreement shall be in Cook County, Illinois. The City shall not enter into binding arbitration to resolve any dispute under this Agreement. The City does not waive tort immunity by entering into this Agreement. U. Time. Consultant agrees all time limits provided in this Agreement and any Addenda or Exhibits hereto are of essence to this Agreement. Consultant shall continue to perform its obligations while any dispute concerning the Agreement is being resolved, unless otherwise directed by the City. V. Survival. Except as expressly provided to the contrary herein, all provisions of this Agreement shall survive all performances hereunder including the termination of the Consultant. VI. EQUAL EMPLOYMENT OPPORTUNITY In the event of the Consultant’s noncompliance with any provision of Section 1- 12-5 of the Evanston City Code, the Illinois Human Rights Act or any other applicable law, the Consultant may be declared nonresponsible and therefore ineligible for future contracts or subcontracts with the City, and the contract may be cancelled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of the contract, the Consultant agrees as follows: 100 of 445 A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, or age or physical or mental disabilities that do not impair ability to work, and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization. Consultant shall comply with all requirements of City of Evanston Code Section 1-12-5. B. That, in all solicitations or advertisements for employees placed by it on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, or disability. VII. SEXUAL HARASSMENT POLICY The Consultant certifies pursuant to the Illinois Human Rights Act (775 ILCS 5/2- 105 et. seq.), that it has a written sexual harassment policy that includes, at a minimum, the following information: A. The illegality of sexual harassment; B. The definition of sexual harassment under State law; C. A description of sexual harassment utilizing examples; D. The Consultant’s internal complaint process including penalties; E. Legal recourse, investigation and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission, and directions on how to contact both; and F. Protection against retaliation as provided to the Department of Human Rights. VIII. CONSULTANT CERTIFICATIONS A. Consultant acknowledges and agrees that should Consultant or its subconsultant provide false information, or fail to be or remain in compliance with the Agreement, the City may void this Agreement. B. Consultant certifies that it and its employees will comply with applicable provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. Section 1201 et seq.) and applicable rules in performance under this Agreement. 101 of 445 C. If Consultant, or any officer, director, partner, or other managerial agent of Consultant, has been convicted of a felony under the Sarbanes-Oxley Act of 2002, or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Consultant certifies at least five years have passed since the date of the conviction. D. Consultant certifies that it has not been convicted of the offense of bid rigging or bid rotating or any similar offense of any State in the U.S., nor made any admission of guilt of such conduct that is a matter of record. (720 ILCS 5/33 E-3, E-4). E. In accordance with the Steel Products Procurement Act, Consultant certifies steel products used or supplied in the performance of a contract for public works shall be manufactured or produced in the U.S. unless the City grants an exemption. F. Consultant certifies that it is properly formed and existing legal entity, and as applicable, has obtained an assumed name certificate from the appropriate authority, or has registered to conduct business in Illinois and is in good standing with the Illinois Secretary of State. G. If more favorable terms are granted by Consultant to any similar governmental entity in any state in a contemporaneous agreement let under the same or similar financial terms and circumstances for comparable supplies or services, the more favorable terms shall be applicable under this Agreement. H. Consultant certifies that it is not delinquent in the payment of any fees, fines, damages, or debts to the City of Evanston. IX. INTEGRATION This Agreement, together with Exhibits A, B, C, and D sets forth all the covenants, conditions and promises between the parties with regard to the subject matter set forth herein. There are no covenants, promises, agreements, conditions or understandings between the parties, either oral or written, other than those contained in this Agreement. This Agreement has been negotiated and entered into by each party with the opportunity to consult with its counsel regarding the terms therein. No portion of the Agreement shall be construed against a party due to the fact that one party drafted that particular portion as the rule of contra proferentem shall not apply. In the event of any inconsistency between this Agreement, and any Exhibits, this Agreement shall control over the Exhibits. In no event shall any proposal or contract form submitted by Consultant be part of this Agreement unless agreed to in a writing signed by both parties and attached and referred to herein as an Addendum, and in such event, only the portions of such proposal or contract 102 of 445 form consistent with this Agreement and Exhibits hereto shall be part hereof. IN WITNESS WHEREOF, the parties hereto have each approved and executed this Agreement on the day, month and year first above written. CONSULTANT: CITY OF EVANSTON 2100 RIDGE AVENUE EVANSTON, IL 60201 By ________________________ By:________________________ Its: ________________________ Its: City Manager FEIN Number: _______________ Date: _____________________ Date: _______________________ 103 of 445 EXHIBIT A – Project Milestones and Deliverables This EXHIBIT A to that certain Consulting Agreement dated _______ between the City of Evanston, 2100 Ridge Avenue, Evanston, Illinois, 60201(“City”) and _______________ (“Consultant”) sets forth the Commencement and Completion Date, Services, Fees, and Reimbursable Expenses as follows: I. COMMENCEMENT DATE: ____________________ II. COMPLETION DATE: ________________________ III. FEES: IV. SERVICES/SCOPE OF WORK: As defined in RFP/Q #19-25 (Exhibit B) and Consultants Response to Proposal (Exhibit C) Dated: ______________ 104 of 445 EXHIBIT K PROPOSAL SUBMITTAL LABEL CUT AND ATTACH LABEL ON OUTSIDE OF SEALED BID/PROPOSAL SUBMITTAL ---------------------------------------------------------------------------------------------------------------------------- ------ ADDRESS SUBMITALS: CITY OF EVANSTON - PURCHASING OFFICE, ROOM 4200 LORRAINE H. MORTON CIVIC CENTER 2100 RIDGE AVENUE - EVANSTON, ILLINOIS 60201 SUBMITTAL NUMBER: __________________________________________________ SUBMITTAL NAME: __________________________________________________ _______________________________________________ ___ SUBMITTAL DUE DATE/TIME: __________________________________________________ COMPANY NAME: __________________________________________________ COMPANY ADDRESS: __________________________________________________ COMPANY TELEPHONE #: __________________________________________________ ------------------------------------------------------------------------------------------------------------------------------- ------ 105 of 445 To: Lawrence Hemingway, Director of Parks, Recreation, and Community Services Karen Hawk, Assistant Director of Community Services From: Tammi Nunez, Purchasing Manager Sharon A. Johnson, Business Workforce Compliance Coordinator Subject: Athletics Program (RFP 19-25) Date: August 5, 2019 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. However, the Athletics Program (RFP 19-25) precludes subcontracting opportunities. Therefore, a waiver is granted. Cc: Hitesh Desai, Chief Financial Officer Memorandum 106 of 445 For City Council Meeting of August 5, 2019 Item A8 Business of the City by Motion: Contract Award for Robotics and Coding Camps For Action To: Honorable Mayor and Members of the City Council Members of the Administration and Public Works Committee From: Lawrence C. Hemingway, Director of Parks, Recreation & Community Services Karen Hawk, Assistant Director Community Services Subject: Award Contract for Robotics and Coding Camps (RFP 19-27) Date: August 5, 2019 Recommended Action: Staff recommends that City Council authorize the City Manager to execute an agreement with Robothink, LLC (37 Sherwood Terrace, Ste 123, Lake Bluff, IL 60046) for the City of Evanston Robotics and Coding Camps at the Chandler-Newberger Center. The contract is for three (3) years with a mutual option to renew for two (2) additional one (1) year options. The contract period will run from January 6, 2020 through December 31, 2022. Funding Source: Revenue from program registrations are deposited into General Fund Chandler Account 100.30.3035.53565 and instruction expenses are paid from Account 100.30.3035.62505. Compensation from the vendor is based on the following percentages of resident rate revenues collected from program registrations: Program Percentage of Revenue to Vendor Percentage of Revenue to City Youth Camps 70% 30% In 2018 and 2019 total revenues collected were $56,008.77. The City’s share of net revenue totaled $16,802.63. The vendor and City have the mutual option to agree on a new minimum fee per class each fiscal year. The revenue percentage split will remain 70/30 through the term of the entire contract. Memorandum 107 of 445 Livability Benefits: Education, Arts and Community: Provide quality education from cradle to career Summary: Request for Proposal 19-27 was solicited for the Robotics and Coding Camps in June 2019. The Parks, Recreation and Community Services (PRCS) Department directly solicited four vendors as well as advertised in the Pioneer Press and Demand Star to run a comprehensive robotics and coding camp at the Chandler-Newberger Community Center. One proposal was submitted for instruction of the PRCS Robotics and Coding camp. Vendor Address Robothink, LLC 37 Sherwood Terrace, Ste. 123, Lake Bluff, IL 60046 Robothink, LLC is the current robotics and coding camp vendor at Chandler-Newberger. Unlike other STEM centers, Robothink's designs and manufactures a proprietary line of STEM products with kids and ease of use in mind. They believe the best method to learning is a step-by-step approach. By breaking down concepts into manageable chunks, students are able to progress at a comfortable pace while developing self- confidence. Their staff of engineers and teachers is constantly updating the curriculum with new and innovative ways to make learning about STEM easier and more fun. Robothink, LLC has offered successful camps at Chandler-Newberger for the past three years. Robothink, LLC is responsible for providing qualified/certified instructors, all program equipment and determining curriculum (to be approved by PRCS staff). City staff will be responsible for processing all registration, promotion of the robotics and coding camps, coordinating use of the space for camps and overall administration of the program. Attachment: Professional Services Agreement MWEBE Memo 108 of 445 CITY OF EVANSTON PROFESSIONAL SERVICES AGREEMENT The parties referenced herein desire to enter into an agreement for professional services for Robotics and Coding Camps “the project” RFP Number: 19-27 THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this 6th day of August, 2019, between the City of Evanston, an Illinois municipal corporation with offices located at 2100 Ridge Avenue, Evanston Illinois 60201 (hereinafter referred to as the “City”), and Robothink, LLC with offices located at (37 Sherwood Terrace Ste. 123, Lake Bluff, IL 60046) (hereinafter referred to as the “Consultant”). Compensation for all basic Services (“the Services”) provided by the Consultant pursuant to the terms of this Agreement shall not exceed $22,000. I. COMMENCEMENT DATE Consultant shall commence the Services on January 6, 2020 or no later than three (3) DAYS AFTER City executes and delivers this Agreement to Consultant. II. COMPLETION DATE Consultant shall complete the Services by December 31, 2022. If this Agreement provides for renewals after an initial term, no renewal shall begin until agreed to in writing by both parties prior to the completion date of this Agreement. III. PAYMENTS City shall pay Consultant those fees as provided here: Payment shall be made upon the completion of each task for a project, as set forth in Exhibit A – Project Milestones and Deliverables. Any expenses in addition to those 109 of 445 set forth here must be specifically approved by the City in writing in advance. IV. DESCRIPTION OF SERVICES Consultant shall perform the services (the “Services”) set forth here: Services are those as defined in Exhibit A, the City’s Request for Proposal/Qualifications No. # 19-27 (Exhibit B) and Consultant’s Response to the Proposal (Exhibit C). Services may include, if any, other documented discussions and agreements regarding scope of work and cost (Exhibit D). V. GENERAL PROVISIONS A. Services. Consultant shall perform the Services in a professional and workmanlike manner. All Services performed and documentation (regardless of format) provided by Consultant shall be in accordance with the standards of reasonable care and skill of the profession, free from errors or omissions, ambiguities, coordination problems, and other defects. Consultant shall take into account any and all applicable plans and/or specifications furnished by City, or by others at City’s direction or request, to Consultant during the term of this Agreement. All materials, buildings, structures, or equipment designed or selected by Consultant shall be workable and fit for the intended use thereof, and will comply with all applicable governmental requirements. Consultant shall require its employees to observe the working hours, rules, security regulations and holiday schedules of City while working and to perform its Services in a manner which does not unreasonably interfere with the City’s business and operations, or the business and operations of other tenants and occupants in the City which may be affected by the work relative to this Agreement. Consultant shall take all necessary precautions to assure the safety of its employees who are engaged in the performance of the Services, all equipment and supplies used in connection therewith, and all property of City or other parties that may be affected in connection therewith. If requested by City, Consultant shall promptly replace any employee or agent performing the Services if, in the opinion of the City, the performance of the employee or agent is unsatisfactory. Consultant is responsible for conforming its final work product to generally accepted professional standards for all work performed pursuant to this Agreement. Consultant is an independent Consultant and is solely responsible for all taxes, withholdings, and other statutory or contractual obligations of any sort, including but not limited to, Worker’s Compensation Insurance. Nothing in this Agreement accords any third-party beneficiary rights whatsoever to any non- party to this Agreement that any non-party may seek to enforce. Consultant acknowledges and agrees that should Consultant or its subconsultants provide false information, or fail to be or remain in compliance with this Agreement, the City may void this Agreement. The Consultant warrants and states that it has 110 of 445 read the Contract Documents, and agrees to be bound thereby, including all performance guarantees as respects Consultant’s work and all indemnity and insurance requirements. The Consultant shall obtain prior approval from the City prior to subcontracting with any entity or person to perform any of the work required under this Agreement. If the Consultant subcontracts any of the services to be performed under this Agreement, the subconsultant agreement shall provide that the services to be performed under any such agreement shall not be sublet, sold, transferred, assigned or otherwise disposed of to another entity or person without the City’s prior written consent. The Consultant shall be responsible for the accuracy and quality of any subconsultant’s work. All subconsultant agreements shall include verbatim or by reference the provisions in this Agreement binding upon Consultant as to all Services provided by this Agreement, such that it is binding upon each and every subconsultant that does work or provides Services under this Agreement. The Consultant shall cooperate fully with the City, other City contractors, other municipalities and local government officials, public utility companies, and others, as may be directed by the City. This shall include attendance at meetings, discussions and hearings as requested by the City. This cooperation shall extend to any investigation, hearings or meetings convened or instituted by OSHA relative to this Project, as necessary. Consultant shall cooperate with the City in scheduling and performing its Work to avoid conflict, delay in or interference with the work of others, if any, at the Project. Except as otherwise provided herein, the nature and scope of Services specified in this Agreement may only be modified by a writing approved by both parties. This Agreement may be modified or amended from time to time provided, however, that no such amendment or modification shall be effective unless reduced to writing and duly authorized and signed by the authorized representatives of the parties. B. Representation and Warranties. Consultant represents and warrants that: (1) Consultant possesses and will keep in force all required licenses to perform the Services, (2) the employees of Consultant performing the Services are fully qualified, licensed as required, and skilled to perform the Services. C. Termination. City may, at any time, with or without cause, terminate this Agreement upon seven (7) days written notice to Consultant. If the City terminates this agreement, the City will make payment to Consultant for Services performed prior to termination. Payments made by the City pursuant to this Agreement are subject to sufficient appropriations made by the City of Evanston City Council. In the event of termination resulting from non-appropriation or insufficient appropriation by the City Council, the City’s obligations hereunder 111 of 445 shall cease and there shall be no penalty or further payment required. In the event of an emergency or threat to the life, safety or welfare of the citizens of the City, the City shall have the right terminate this Agreement without prior written notice. Within thirty (30) days of termination of this Agreement, the Consultant shall turn over to the City any documents, drafts, and materials, including but not limited to, outstanding work product, data, studies, test results, source documents, AutoCad Version 2007, PDF, ArtView, Word, Excel spreadsheets, technical specifications and calculations, and any other such items specifically identified by the City related to the Services herein. D. Independent Consultant. Consultant’s status shall be that of an independent Consultant and not that of a servant, agent, or employee of City. Consultant shall not hold Consultant out, nor claim to be acting, as a servant, agent or employee of City. Consultant is not authorized to, and shall not, make or undertake any agreement, understanding, waiver or representation on behalf of City. Consultant shall at its own expense comply with all applicable workers compensation, unemployment insurance, employer’s liability, tax withholding, minimum wage and hour, and other federal, state, county and municipal laws, ordinances, rules, regulations and orders. Consultant agrees to abide by the Occupational Safety & Health Act of 1970 (OSHA), and as the same may be amended from time to time, applicable state and municipal safety and health laws and all regulations pursuant thereto. E. Conflict of Interest. Consultant represents and warrants that no prior or present services provided by Consultant to third parties conflict with the interests of City in respect to the Services being provided hereunder except as shall have been expressly disclosed in writing by Consultant to City and consented to in writing to City. F. Ownership of Documents and Other Materials. All originals, duplicates and negatives of all plans, drawings, reports, photographs, charts, programs, models, specimens, specifications, AutoCad Version 2007, Excel spreadsheets, PDF, and other documents or materials required to be furnished by Consultant hereunder, including drafts and reproduction copies thereof, shall be and remain the exclusive property of City, and City shall have the unlimited right to publish and use all or any part of the same without payment of any additional royalty, charge, or other compensation to Consultant. Upon the termination of this Agreement, or upon request of City, during any stage of the Services, Consultant shall promptly deliver all such materials to City. Consultant shall not publish, transfer, license or, except in connection with carrying out obligations under this Agreement, use or reuse all or any part of such reports and other documents, including working pages, without the prior written approval of City, provided, however, that Consultant may retain copies of the same for Consultant’s own general reference. 112 of 445 G. Payment. Invoices for payment shall be submitted by Consultant to City at the address set forth above, together with reasonable supporting documentation, City may require such additional supporting documentation as City reasonably deems necessary or desirable. Payment shall be made in accordance with the Illinois Local Government Prompt Payment Act, after City’s receipt of an invoice and all such supporting documentation. H. Right to Audit. Consultant shall for a period of three years following performance of the Services, keep and make available for the inspection, examination and audit by City or City’s authorized employees, agents or representatives, at all reasonable time, all records respecting the services and expenses incurred by Consultant, including without limitation, all book, accounts, memoranda, receipts, ledgers, canceled checks, and any other documents indicating, documenting, verifying or substantiating the cost and appropriateness of any and all expenses. If any invoice submitted by Consultant is found to have been overstated, Consultant shall provide City an immediate refund of the overpayment together with interest at the highest rate permitted by applicable law, and shall reimburse all of City’s expenses for and in connection with the audit respecting such invoice. I. Indemnity. Consultant shall defend, indemnify and hold harmless the City and its officers, elected and appointed officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting from or arising out of any negligent or willful act or omission on the part of the Consultant or Consultant’s subcontractors, employees, agents or subcontractors during the performance of this Agreement. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. The Consultant shall be liable for the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits. Nothing herein shall be construed as a limitation or waiver of defenses available to the City and employees and agents, including but not limited to the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1- 101 et seq. At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all such Losses and must pay all costs and expenses incidental to them, but the City has the right, at its option, to participate, at its own cost, in the defense of any suit, without relieving Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit related to this Agreement by 113 of 445 Consultant must be made only with the prior written consent of the City Corporation Counsel, if the settlement requires any action on the part of the City. To the extent permissible by law, Consultant waives any limits to the amount of its obligations to indemnify, defend, or contribute to any sums due under any Losses, including any claim by any employee of Consultant that may be subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does not waive any limitations it may have on its liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute. Consultant shall be responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out of any act or omission, neglect, or misconduct in the performance of its Work or its subConsultants’ work. Acceptance of the work by the City will not relieve the Consultant of the responsibility for subsequent correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. All provisions of this Section shall survive completion, expiration, or termination of this Agreement. J. Insurance. Consultant shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of this Agreement, for damages caused or contributed to by Consultant, and insuring Consultant against claims which may arise out of or result from Consultant’s performance or failure to perform the Services hereunder: (1) worker’s compensation in statutory limits and employer’s liability insurance in the amount of at least $500,000, (2) comprehensive general liability coverage, and designating City as additional insured for not less than $3,000,000 combined single limit for bodily injury, death and property damage, per occurrence, (3) comprehensive automobile liability insurance covering owned, non-owned and leased vehicles for not less than $1,000,000 combined single limit for bodily injury, death or property damage, per occurrence, and (4) errors and omissions or professional liability insurance respecting any insurable professional services hereunder in the amount of at least $1,000,000. Consultant shall give to the City certificates of insurance for all Services done pursuant to this Agreement before Consultant performs any Services, and, if requested by City, certified copies of the policies of insurance evidencing the coverage and amounts set forth in this Section. The City may also require Consultant to provide copies of the Additional Insured Endorsement to said policy(ies) which name the City as an Additional Insured for all of Consultant’s Services and work under this Agreement. Any limitations or modification on the certificate of insurance issued to the City in compliance with this Section that conflict with the provisions of this Section shall have no force and effect. Consultant’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or 114 of 445 reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. Consultant understands that the acceptance of certificates, policies and any other documents by the City in no way releases the Consultant and its subcontractors from the requirements set forth herein. Consultant expressly agrees to waive its rights, benefits and entitlements under the “Other Insurance” clause of its commercial general liability insurance policy as respects the City. In the event Consultant fails to purchase or procure insurance as required above, the parties expressly agree that Consultant shall be in default under this Agreement, and that the City may recover all losses, attorney’s fees and costs expended in pursuing a remedy or reimbursement, at law or in equity, against Consultant. Consultant acknowledges and agrees that if it fails to comply with all requirements of this Section, that the City may void this Agreement. K. Confidentiality. In connection with this Agreement, City may provide Consultant with information to enable Consultant to render the Services hereunder, or Consultant may develop confidential information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Consultant may make for City to any person, firm or corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Consultant on a confidential basis from any third party unless Consultant shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure within limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Consultant’s control, the Consultant shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Consultant shall cooperate to determine what records are subject to such a request and whether or not any exemptions to the disclosure of such records, or part thereof, is applicable. Vendor shall indemnify and defend the City from and against all claims arising from the City’s exceptions to disclosing certain records which Vendor may designate as proprietary or confidential. Compliance by the City with an opinion or a directive from the Illinois Public Access Counselor or the Attorney General under FOIA, or with a decision or order of Court with jurisdiction over the City, shall not be a violation of this Section. 115 of 445 L. Use of City’s Name or Picture of Property. Consultant shall not in the course of performance of this Agreement or thereafter use or permit the use of City’s name nor the name of any affiliate of City, nor any picture of or reference to its Services in any advertising, promotional or other materials prepared by or on behalf of Consultant, nor disclose or transmit the same to any other party. M. No Assignments or Subcontracts. Consultant shall not assign or subcontract all or any part or its rights or obligations hereunder without City’s express prior written approval. Any attempt to do so without the City’s prior consent shall, at City’s option, be null and void and of no force or effect whatsoever. Consultant shall not employ, contract with, or use the services of any other architect, interior designer, engineer, consultant, special contractor, or other third party in connection with the performance of the Services without the prior written consent of City. N. Compliance with Applicable Statutes, Ordinances and Regulations. In performing the Services, Consultant shall comply with all applicable federal, state, county, and municipal statutes, ordinances and regulations, at Consultant’s sole cost and expense, except to the extent expressly provided to the contrary herein. Whenever the City deems it reasonably necessary for security reasons, the City may conduct at its own expense, criminal and driver history background checks of Consultant’s officers, employees, subcontractors, or agents. Consultant shall immediately reassign any such individual who in the opinion of the City does not pass the background check. O. Liens and Encumbrances. Consultant, for itself, and on behalf of all subcontractors, suppliers, materialmen and others claiming by, through or under Consultant, hereby waives and releases any and all statutory or common law mechanics’ materialmens’ or other such lien claims, or rights to place a lien upon City property or any improvements thereon in connection with any Services performed under or in connection with this Agreement. Consultant further agrees, as and to the extent of payment made hereunder, to execute a sworn affidavit respecting the payment and lien releases of all subcontractors, suppliers and materialmen, and a release of lien respecting the Services at such time or times and in such form as may be reasonably requested by City. Consultant shall protect City from all liens for labor performed, material supplied or used by Consultant and/or any other person in connection with the Services undertaken by consultant hereunder, and shall not at any time suffer or permit any lien or attachment or encumbrance to be imposed by any subConsultant, supplier or materialmen, or other person, firm or corporation, upon City property or any improvements thereon, by reason or any claim or demand against Consultant or otherwise in connection with the Services. P. Notices. Every notice or other communication to be given by either party to the other with respect to this Agreement, shall be in writing and shall not be effective for any purpose unless the same shall be served personally or by 116 of 445 United States certified or registered mail, postage prepaid, addressed if to City as follows: City of Evanston, 2100 Ridge Avenue, Evanston, Illinois 60201, Attention: Purchasing Division and to Consultant at the address first above set forth, or at such other address or addresses as City or Consultant may from time to time designate by notice given as above provided. Q. Attorney’s Fees. In the event that the City commences any action, suit, or other proceeding to remedy, prevent, or obtain relief from a breach of this Agreement by Consultant, or arising out of a breach of this Agreement by Consultant, the City shall recover from the Consultant as part of the judgment against Consultant, its attorneys’ fees and costs incurred in each and every such action, suit, or other proceeding. R. Waiver. Any failure or delay by City to enforce the provisions of this Agreement shall in no way constitute a waiver by City of any contractual right hereunder, unless such waiver is in writing and signed by City. S. Severability. In the event that any provision of this Agreement should be held void, or unenforceable, the remaining portions hereof shall remain in full force and effect. T. Choice of Law. The rights and duties arising under this Agreement shall be governed by the laws of the State of Illinois. Venue for any action arising out or due to this Agreement shall be in Cook County, Illinois. The City shall not enter into binding arbitration to resolve any dispute under this Agreement. The City does not waive tort immunity by entering into this Agreement. U. Time. Consultant agrees all time limits provided in this Agreement and any Addenda or Exhibits hereto are of essence to this Agreement. Consultant shall continue to perform its obligations while any dispute concerning the Agreement is being resolved, unless otherwise directed by the City. V. Survival. Except as expressly provided to the contrary herein, all provisions of this Agreement shall survive all performances hereunder including the termination of the Consultant. VI. EQUAL EMPLOYMENT OPPORTUNITY In the event of the Consultant’s noncompliance with any provision of Section 1- 12-5 of the Evanston City Code, the Illinois Human Rights Act or any other applicable law, the Consultant may be declared nonresponsible and therefore ineligible for future contracts or subcontracts with the City, and the contract may be cancelled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of the contract, the Consultant agrees as follows: 117 of 445 A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, or age or physical or mental disabilities that do not impair ability to work, and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization. Consultant shall comply with all requirements of City of Evanston Code Section 1-12-5. B. That, in all solicitations or advertisements for employees placed by it on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, or disability. VII. SEXUAL HARASSMENT POLICY The Consultant certifies pursuant to the Illinois Human Rights Act (775 ILCS 5/2- 105 et. seq.), that it has a written sexual harassment policy that includes, at a minimum, the following information: A. The illegality of sexual harassment; B. The definition of sexual harassment under State law; C. A description of sexual harassment utilizing examples; D. The Consultant’s internal complaint process including penalties; E. Legal recourse, investigation and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission, and directions on how to contact both; and F. Protection against retaliation as provided to the Department of Human Rights. VIII. CONSULTANT CERTIFICATIONS A. Consultant acknowledges and agrees that should Consultant or its subconsultant provide false information, or fail to be or remain in compliance with the Agreement, the City may void this Agreement. B. Consultant certifies that it and its employees will comply with applicable provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. Section 1201 et seq.) and applicable rules in performance under this Agreement. 118 of 445 C. If Consultant, or any officer, director, partner, or other managerial agent of Consultant, has been convicted of a felony under the Sarbanes-Oxley Act of 2002, or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Consultant certifies at least five years have passed since the date of the conviction. D. Consultant certifies that it has not been convicted of the offense of bid rigging or bid rotating or any similar offense of any State in the U.S., nor made any admission of guilt of such conduct that is a matter of record. (720 ILCS 5/33 E-3, E-4). E. In accordance with the Steel Products Procurement Act, Consultant certifies steel products used or supplied in the performance of a contract for public works shall be manufactured or produced in the U.S. unless the City grants an exemption. F. Consultant certifies that it is properly formed and existing legal entity, and as applicable, has obtained an assumed name certificate from the appropriate authority, or has registered to conduct business in Illinois and is in good standing with the Illinois Secretary of State. G. If more favorable terms are granted by Consultant to any similar governmental entity in any state in a contemporaneous agreement let under the same or similar financial terms and circumstances for comparable supplies or services, the more favorable terms shall be applicable under this Agreement. H. Consultant certifies that it is not delinquent in the payment of any fees, fines, damages, or debts to the City of Evanston. IX. INTEGRATION This Agreement, together with Exhibits A, B, C, and D sets forth all the covenants, conditions and promises between the parties with regard to the subject matter set forth herein. There are no covenants, promises, agreements, conditions or understandings between the parties, either oral or written, other than those contained in this Agreement. This Agreement has been negotiated and entered into by each party with the opportunity to consult with its counsel regarding the terms therein. No portion of the Agreement shall be construed against a party due to the fact that one party drafted that particular portion as the rule of contra proferentem shall not apply. In the event of any inconsistency between this Agreement, and any Exhibits, this Agreement shall control over the Exhibits. In no event shall any proposal or contract form submitted by Consultant be part of this Agreement unless agreed to in a writing signed by both parties and attached and referred to herein as an Addendum, and in such event, only the portions of such proposal or contract 119 of 445 form consistent with this Agreement and Exhibits hereto shall be part hereof. IN WITNESS WHEREOF, the parties hereto have each approved and executed this Agreement on the day, month and year first above written. CONSULTANT: CITY OF EVANSTON 2100 RIDGE AVENUE EVANSTON, IL 60201 By ________________________ By:________________________ Its: ________________________ Its: City Manager FEIN Number: _______________ Date: _____________________ Date: _______________________ 120 of 445 EXHIBIT A – Project Milestones and Deliverables This EXHIBIT A to that certain Consulting Agreement dated _______ between the City of Evanston, 2100 Ridge Avenue, Evanston, Illinois, 60201(“City”) and _______________ (“Consultant”) sets forth the Commencement and Completion Date, Services, Fees, and Reimbursable Expenses as follows: I. COMMENCEMENT DATE: ____________________ II. COMPLETION DATE: ________________________ III. FEES: IV. SERVICES/SCOPE OF WORK: As defined in RFP/Q #19-27 (Exhibit B) and Consultants Response to Proposal (Exhibit C) Dated: ______________ 121 of 445 EXHIBIT K PROPOSAL SUBMITTAL LABEL CUT AND ATTACH LABEL ON OUTSIDE OF SEALED BID/PROPOSAL SUBMITTAL ---------------------------------------------------------------------------------------------------------------------------- ------ ADDRESS SUBMITALS: CITY OF EVANSTON - PURCHASING OFFICE, ROOM 4200 LORRAINE H. MORTON CIVIC CENTER 2100 RIDGE AVENUE - EVANSTON, ILLINOIS 60201 SUBMITTAL NUMBER: __________________________________________________ SUBMITTAL NAME: __________________________________________________ _______________________________________________ ___ SUBMITTAL DUE DATE/TIME: __________________________________________________ COMPANY NAME: __________________________________________________ COMPANY ADDRESS: __________________________________________________ COMPANY TELEPHONE #: __________________________________________________ ------------------------------------------------------------------------------------------------------------------------------- ------ 122 of 445 Robotics & Coding Camps, RFP 19-27, M/W/EBE Memo 08.05.2019 To: Lawrence Hemingway, Director of Parks, Recreation, and Community Services Karen Hawk, Assistant Director of Community Services From: Tammi Nunez, Purchasing Manager Sharon A. Johnson, Business Workforce Compliance Coordinator Subject: Robotics & Coding Camps (RFP 19-27) Date: August 5, 2019 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. However, the Robotics & Coding Camps (RFP 19-27) precludes subcontracting opportunities. Therefore, a waiver is granted. Cc: Hitesh Desai, Chief Financial Officer Memorandum 123 of 445 For City Council Meeting of August 5, 2019 Item A9 Business of the City by Motion: Special Event – Last Days of Summer Concert For Action To: Honorable Mayor and Members of the City Council From: Lawrence C. Hemingway, Director of Parks, Recreation and Community Services Subject: Special Event Request: The Main-Dempster Mile’s Last Days of Summer Concert Date: August 5, 2019 Recommended Action: Staff recommends approval of a special event request from The Main-Dempster Mile to block Sherman Avenue from Dempster Street to Greenwood Avenue, to hold a summer concert and street fair on Friday, August 23, 2019 from 4 p.m. to 8 p.m., contingent upon compliance of all requirements as set forth by the Special Event Policy & Guidelines. Funding Source: Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. These fees are waived for City events and City co-sponsored events. Livability Benefits: Health and Safety: Promote health, active lifestyles Equity and Empowerment: Support quality human service programs Summary: The Main-Dempster Mile is proposing an end of summer concert event with local music, local food, and beverage to say goodbye to Summer 2019. The Special Events Committee met with The Main-Dempster Mile Executive Director to discuss logistics for the proposed event and recommends approval. Staff will be responsible for ensuring that all of the necessary information is submitted and requirements are met before event coordinators can receive a special event permit. Attachment Event application Memorandum 124 of 445 125 of 445 126 of 445 127 of 445 128 of 445 For City Council Meeting of August 5, 2019 Item A10 Business of the City by Motion: Agreement for Cisco SmartNet Software Support For Action To: Honorable Mayor and Members of the City Council From: Erika Storlie, Assistant City Manager/Administrative Services Director Luke Stowe, Chief Information Officer Dmitry Shub, Chief Information Security Officer Subject: Sole-Source Agreement for Cisco SmartNet Software Support Date: July 24, 2019 Recommended Action: Staff recommends City Council approval of the purchase of CiscoSmartNet annual licenses and software from CDW (120 S. Riverside, Chicago, IL 60606) in the amount of $33,842.58. This agreement provides support for the City’s essential computer networking system and covers the period September 15, 2019 through September 15, 2020. CDW is the current State Bid Contract Provider for these services as of July 2019 and the renewal price represents a reduction of 29% from last year’s cost of $47,509. Funding Source: Funding is provided by the IT Division, Computer Licensing and Support Fund (Account 100.19.1932.62340), which has an approved FY 2019 budget of $550,000 and a YTD balance of $84,236.41. Livability Benefits: Innovation and Process: Support local government best practices and processes Summary: The SmartNet renewals cover support on several of the City’s most critical IT network components including our core network switches, enterprise firewalls, intrusion detection system/intrusion prevention system, voice gateway routers, VoIP phone system, access control system, 311 contact center, and wireless controller. Attachment: CDW Quote Memorandum 129 of 445 SMARTnet RENEWAL QUOTE FOR CITY OF EVANSTON IL CDW EFFECTIVE COVERAGE CO-TERMED THROUGH SEPTEMBER 15, 2020 Account Manager: Jacob George (X406) 120 S Riverside Please Note: This Quote is valid until July 26, 2019 Chicago, IL 60606 Quotes Generated On: July 18, 2019 (312) 705-8812 phone CDW Proprietary and Confidential Contract Type Contract Number Quote Number Service Description Annual Cost Prorated Cost Discounted Cost SNT 200272505 261454756 8x5xNext Business Day ($ 11,758.34) ($ 12,683.06) ($ 10,146.44) SNTP 200272505 261454756 Premium 24x7x4 ($ 21,687.15) ($ 21,687.15) ($ 17,349.74) C4P 200272505 261454756 Onsite Premium 24x7x4 ($ 262.00) ($ 262.00) ($ 209.60) ECMU 200272505 261454756 ECMU ($ 7,671.00) ($ 7,671.00) ($ 6,136.80) Total:($ 41,378.49) ($33,842.58) Customer is responsible to pay freight charges. Estimated or actual freight charges are not included in quotes (unless specifically stated). This quote excludes sales tax (unless specifically stated). Acceptance of Terms and Conditions of Sales and Services By ordering or accepting delivery of Products from Seller or by engaging Seller to perform or to procure Services on behalf of Customer, Customer thereby signifies its agreement with Seller: (i) The terms and conditions provided on this link apply: http://www.cdw. com/content/terms-conditions/default.aspx, except if there is an effective written agreement between the parties applicable to the Transaction, then the terms and conditions governing the Transaction are those contained in such effective written agreement; and (ii) that if Customer delivers or conveys to Seller by any means: (a) any additional terms or conditions; or (b) any terms or conditions that differ in any respect, material or otherwise, from those governing the Transaction, then such terms or conditions will be null and void unless accepted in a writing executed by the authorized signatories of both parties. 130 of 445 By ordering or accepting delivery of Products from Seller or by engaging Seller to perform or to procure Services on behalf of Customer, Customer thereby signifies its agreement with Seller: (i) The terms and conditions provided on this link apply: http://www.cdw.com/content/terms-conditions/default.aspx, except if there is an effective written agreement between the parties applicable to the Transaction, then the terms and conditions governing the Transaction are those contained in such effective written agreement; and (ii) that if Customer delivers or conveys to Seller by any means: (a) any additional terms or conditions; or (b) any terms or conditions that differ in any respect, material or otherwise, from those governing the Transaction, then such terms or conditions will be null and void unless accepted in a writing executed by the authorized signatories of both parties. 131 of 445 Account Manager: Jacob George (X406) EDC 1504545 1504564 1504512 2357383 132 of 445 133 of 445 For City Council Meeting of August 5, 2019 Item A11 Business of City by Motion: Entrepreneurship Support Program Application For Action To: Honorable Mayor and Members of the City Council From: Johanna Leonard, Community Development Director Paul Zalmezak, Economic Development Division Manager Paulina Martínez, Assistant to the City Manager Subject: Entrepreneurship Support Program Application Date: July 25, 2019 Recommended Action: The Economic Development Committee recommends City Council approve financial assistance through the Entrepreneurship Support Program in the total amount of $3,160 for the following applicants: Charrisse Roberson, Gettwisted Designs - $2,160 Rachel Holmes, Confidence Now Consulting - $1,000 Funding Source: Staff recommends utilizing the Economic Development Entrepreneurship Support Fund (Account 100.21.5300.62664). The approved 2019 Fiscal Year Budget allocated $50,000 to this account. To date, $4,449.42 has been spent, leaving a remaining balance of $45,505.58. Summary: Staff received two applications: Charrisse Roberson and Rachel Holmes. Applicant, Charrisse Roberson from Gettwisted Designs, completed the LEND Business Training Engagement Program on June 17, 2019. Gettwisted Designs focuses on custom clothing such as wedding and prom dresses and does recreations and alterations to supplement the custom clothing work. In 2015, Ms. Roberson created a handcrafted bow tie line called 2Twist Bows. The business owner is requesting funding assistance to replace old equipment, which would allow her business to keep growing. Applicant, Rachel Holmes from Confidence Now Consulting, completed the LEND Business Training Program on July 9, 2019. Confidence Now Consulting is a life- coaching consulting firm that provides clients with in-person coaching sessions as well as phone call coaching. Ms. Holmes also does speaking engagements and monthly corporate trainings. Memorandum 134 of 445 The table below provides a summary of the eligible program expenses from this month’s funding requests. Business Eligible Expenses Other Total: Permitting Tools/ Equipment Work Space Professional Services Gettwisted Designs - $2,160 - - - $2,160 Confidence Now Consulting $250 $750 - - - $1,000 Total: $ 2,160 The applicants submitted three quotes for the services and certification to be funded as summarized below: Gettwisted Designs: Vendor Computer Quotes 1. Best Buy $1,185.99 2. Dell Website $899.99 3. Micro Center for Electronics $899.99 Vendor Industrial Sewing Machine Quotes 1. Amazon $825.00 2. Gold Star Tool $699.99 3. Sewing Machines Plus $2,299.00 Vendor Plus Size Dress Form Quotes 1. Amazon $495.00 2. The Shop Company $495.00 3. AllBrands $539.99 Vendor Professional Iron Quotes 1. Target $62.99 2. Home Depot $65.55 3. Walmart $62.99 135 of 445 Confidence Now Consulting: Vendor Laptop Quotes 1. Amazon $368.00 2. High Performance Computers $998.00 3. Target $259.00 Vendor Blue Microphones 1. Amazon $74.99 2. Best Buy $129.99 3. Staples $109.99 Vendor Cricut Maker 1. Amazon $369.00 2. Blick Art Materials $399.99 3. Michael’s $349.99 Vendor LLC Creation State of Illinois $250.00 Background: The Entrepreneurship Support Program was created to provide limited one-time grant assistance to individuals starting or expanding a small business in Evanston. The program guidelines were approved by City Council in April 2017 after consultation with the Minority, Women, and Evanston-Based Enterprise Committee, Sunshine Enterprises and LEND. The program guidelines provide for up to $1,000 in assistance with City licensing and permitting fees, and/or up to $2,500 in assistance for qualifying business expenses such as tools, equipment, insurance, professional services, training, certifications and production space. Applicants must provide three estimates for services to be funded (when possible), must submit a detailed business plan as part of the application and proof of either residence in Evanston or a business location in Evanston. Legislative History: On August 24, 2019, these items were unanimously approved by the Economic Development Committee. 136 of 445 Attachments: Gettwisted Designs Application Gettwisted Designs Business Plan and Quotes Gettwisted Designs Certificate of Program Completion Confidence Now Consulting Application Confidence Now Consulting Business Plan and Quotes Confidence Now Consulting Certificate of Program Completion 137 of 445 Applicant Name * Charrisse Roberson Applicant Address * 647 Dodge Avenue Evanston, Illinois 60202 United States Applicant Email * socustombowstiez@yahoo.com Applicant Phone Number * 847-361-5294 Business Name * Gettwisted Designs Please provide a description of your business (500 words max) I currently run two businesses: Gettwisted Designs and 2Twist Bow. I founded Gettwisted Designs in 2007. Gettwisted Designs focuses on custom clothing such as wedding dresses and prom dresses, although I also do recreations and alterations to supplement the custom clothing work. In 2015 I created a handcrafted bow tie line and called my bow ties 2Twist Bows. I saw that there were no truly reversible bow ties in the market, and I realized that people would be willing to pay more for a bow tie that functions as two unique bow ties. I have been able to sell a lot of my bow ties to wedding parties, churchgoers, and those attending formal events such as prom. My passion for fashion has allowed me to work for myself and focus my efforts on the projects that I most enjoy. Gettwisted Designs has been my primary business up until this point, but I hope to grow 2Twist Bow in the coming years. Services to be funded: Tools/Equipment Do you need financial assistance with City licensing or permitting requirements? No Please describe how you intend to use Entrepreneurship Support Program funding to expand your business (500 words max) Computer: To continue innovating in the design space and capitalizing on the uniqueness and customizability of my products, I will need design tools. In particular I will need software that will require a specific computer to operate. Professional Industrial Sewing Machine: Much of the $1500 annual expense I pay towards equipment maintenance goes towards maintaining my current sewing machine. Getting a professional industrial sewing machine that is better able to handle my workload will significantly reduc e these annual maintenance costs Plus Size Dress Form: A dress form is critical to the dressmaking and alteration process, but my current dress form is 5 years old and is literally falling apart. Professional Iron: Normal irons generally need to be replaced frequently, so I’d like to invest in a professional iron that is higher quality and which has a longer lifetime All of the above tools will allow me to both increase the capacity of my production, which is critical as I seek to continue growing, and to maintain the quality of my product. 138 of 445 Upload business plan (.pdf or .doc) * charrisse_business_plan_final.pdf634.18 KB · PDF Upload proof of completion of a business training program (Community Business Academy or other) * charrisse_certificate_of_completionpptx.pdf361.68 KB · PDF "I certify that all of the information contained in this document, all statements, information, and exhibits that I am submitting is true and accurate and to the best of my knowledge. I certify that I have reviewed the Program Guidelines associated with the City of Evanston's Entrepreneurship Support Program." (Type name below for signature). Charrisse Roberson Date Monday, June 17, 2019 139 of 445 Gettwisted Designs/So’Custom Bows & Tiez Business Plan Charrisse Roberson Gettwisted Designs/So’Custom Bows & Tiez 647 Dodge Ave. Evanston, IL 847-361-5294 Gettwisteddesigns45@gmail.com Socustombowstiez@yahoo.com 140 of 445 2 Table of Contents I.Professional Experience & Founding History………………………………………………….. 3 II. Operating Structure……………………………………………………………………………….......... 5 III. Market Analysis……………………………………………………………………………………………...7 IV. Marketing Plan………………………………………………………………………………….…………. 13 V. Management………………………………………………………………………………………………… 15 VI. Capital Summary and Sourcing……………………………………………………………………...16 VII. Financial Analysis [Est. Businesses]................................................…………...............18 VIII. Future Planning/Ambitions…………………………………………………………………………...20 IX. Grant Request……………………………………………………………………………………………….21 Gettwisted Designs Business Plan June, 2019 141 of 445 3 Professional Experience & Founding History I.Please list any and all of your relevant formal qualifications (i.e. business education, degrees, training certifications, LEND or Sunshine Academy engagement): EDUCATION: ●Bachelor degree in Merchandising Management & Operations Retail ●Associate degree in Fashion Design ●Sunshine Academy: Certificate of Completion for Sunshine Business Academy, Excellence Award, Honorable Mention for Product Business of the Year ●J.T Foxx Mega Event: Certificate of Mega Branding ●LEND Business Training Engagement: Certificate of Completion II.Please summarize your personal background and employment record; how did you get to where you are today? I have always had a passion for fashion. As a teenager I would always sketch and create my own designs. I eventually made my own prom dress, which was my first piece of formal wear. In 1996, I created Gettwisted Designs. At the time I was creating wedding dresses, prom dresses, and doing alterations and recreations. While doing fashion I got my first managers position at Docks Fishery when I was just 17 years old. I was a manager for Best Buy, then I was a branch manager for TCF Bank for 12 years. In 2007 I decided to give my all to fashion so that I could work from home while raising my two sons. In 2015 I created a custom, handmade bow-tie company and dubbed it the 2Twist Bow. III.Briefly describe when, how, and why you formed the company and its development so far. How did you develop a passion for your current business? I currently run two businesses: Gettwisted Designs and 2Twist Bow. I founded Gettwisted Designs in 2007. Gettwisted Designs focuses on custom clothing such as wedding dresses and prom dresses, although I also do recreations and alterations to supplement the custom clothing work. In 2015 I created a handcrafted bow tie line and called my bow ties 2Twist Bows. I saw that there were no truly reversible bow ties in the market, and I realized that people would be willing to pay more for a bow tie that functions as two unique bow ties. I have been able to sell a lot of my bow ties to wedding parties, churchgoers, and those attending formal events such as prom. My passion for fashion has allowed me to work for myself and focus my efforts on the projects that I most enjoy. Gettwisted Designs has been my primary business up until this point, but I hope to grow 2Twist Bow in the coming years. My son is very interested in helping me with 2Twist Bow and may start working for Gettwisted Designs Business Plan June, 2019 142 of 445 4 the business at some point in the future. I have always loved fashion and design, and I even designed my own prom dress when I was in high school. Gettwisted Designs Business Plan June, 2019 143 of 445 5 Operating Structure I.Please list and describe your present products and services offered, as well as the hours and days of operation: Present Products and Services: ●Wedding dresses, prom dress, custom bow tie line, jewelry o Custom dresses ▪Wedding/Prom ▪Based on what the customer wants (ranges widely) ▪Take anywhere between 24 hours and 2 months to make, depending on the intricacy of the work o Jewelry ▪Buy beads and create unique earrings, necklaces and bracelets o Bow tie ▪Two bow ties in one (reversible) ▪Create sets that consist of one bow tie and a pocket square ▪75% of the customers for bow ties are adults, although I do have some younger clients ▪Can accept any fabric that the client brings and turn it into a bow tie ●Services o Alterations and recreations ▪Alteration ●Take in pants, shirts, jackets etc. ▪Recreation ●If you like certain aspects of an outfit, keep those and change the rest Days and Hours of Operation: I work from home and do not have fixed hours of operation. I typically work 8 hour days, although that changes depending on how much work I have. II.Please detail your pricing structure. Is it variable? (i.e. changing menu or product line) My pricing structure is highly variable because many of the pieces are custom. Fabric and labor costs factor into the cost. I have provided price ranges for each of the products: ●Custom Dresses (mainly wedding dresses and prom dresses) o $200-$800 ●Jewelry o $5-$25 o The average price of a piece is about $8 ●Bow ties o $10-$20 for children’s bow ties o $29-$65 for adults o $65 includes one bow tie and a pocket square ●Services o Alterations ▪$12 take in pants ▪$17-$25 for size intake ●Depends on the fabric and the number of pockets Gettwisted Designs Business Plan June, 2019 144 of 445 6 o Recreation ▪$45-$150 III.How do you receive payment? (i.e. What is your system for processing credit cards? Are you cash only? Do you accept checks and, if so, what is the deadline for payment?) The payment methods that I accept are cash, Visa, Mastercard and checks from corporations IV.How does your business model change over the course of the year? Is there a consistent customer flow or is there seasonal variation? If so, how do you address seasonal changes? Weddings are the most seasonal aspect of our business. Spring and summer are generally the busiest seasons for wedding. School events like prom and graduation are generally scheduled for summer and spring as well, which means that we have an additional influx of orders around that period. This influx is still manageable, so I have not implemented any mechanisms to address seasonal change. Gettwisted Designs Business Plan June, 2019 145 of 445 7 Market Analysis I.What is your intended audience or demographic? Provide the geographic location of your customers and the type of customers you serve: The products I am selling are relevant to the large wedding, prom, church, and costume jewelry markets in and around the City of Evanston. While I can serve the larger Chicagoland area, I will focus my market analysis specifically on anywhere within a 5-mile radius of the Evanston City Center, as these are the areas I have focused on historically and where I can most feasibly focus my targeted marketing efforts. II.List firms you have identified as primary competitors in your market(s). Identify their strengths and weaknesses then describe how your company stands out: Bow Ties: BowTieExpressions - Etsy retailed based in Knoxville, Tennessee: 1 ●Strengths ○Offer the largest selection of handmade bow ties on the internet. ○Specialize in "unique" patterns that can't be found anywhere else. ○Makes pre-tied and self-tied bow ties, girls hair bows, and pocket squares ○Prices range from $11-$15 based on size of bow tie ○5134 sales over approximately 4 years ○535 reviews and about 5 stars ●Weaknesses ○Tie is not adjustable, have to buy several different sizes ○Can’t do custom designs, at least on online retailing platform ○Doesn’t sell multi-packs ○Doesn’t hold significant market share in Chicago market at21boutique - Etsy retailed based in Chicago: 2 ●Strengths ○Handmade and high quality bow ties ○Sells multi-packs ○894 sales over approximately 3 years ○168 reviews and about 5 stars ●Weaknesses ○Priced from $25 to $70 for more ornate designs ○Can’t do custom designs, at least on online retailing platform TheLittlestGentleman - Etsy retailer based in Sweet Grass, Montana: 3 ●Strengths ○Focused on Children’s Clothing and Accessories--Mainly bow ties and suspenders 1 https://www.etsy.com/shop/BowTieExpressions?ref=simple-shop-header-name&listing_id=552297041 2 https://www.etsy.com/shop/at21boutique?ref=simple-shop-header-name&listing_id=592268377 3 https://www.etsy.com/shop/TheLittlestGentleman?ref=l2-shop-info-avatar&listing_id=515050986 Gettwisted Designs Business Plan June, 2019 146 of 445 8 ○Sell bow ties and suspenders in packs ○11806 Sales over approximately 6 years ○1452 reviews and about 5 stars ●Weaknesses ○Sizing is hard to determine ○Can’t do custom designs, at least on online retailing platform ○Doesn’t hold significant market share in Chicago market The Tie Bar - Large online retailer 4 ●Strengths ○Focused on ties, but also sells bow ties and other male fashion items ○Has significant market share ○$19 fixed price point for most bow ties ●Weaknesses ○Not handmade ○Can’t do custom designs The Men’s Wearhouse - Brick and Mortar retailer 5 ●Strengths ○Sells a wide variety of male fashion items ○4 brick and mortar locations in Chicago ●Weaknesses ○Not handmade ○$30-65 price point ○Can’t do custom designs ○No brick and mortar locations in Evanston I distinguish myself from the companies listed above because my bow ties are handmade, can be custom-ordered, and will be distributed through a variety of channels, including online retailers, trade shows, pop-up shops, door-to-door marketing, and through partnerships with churches, schools, and event management companies. By diversifying my distribution channels and product offerings, I will be able to focus my resources on catering to the Evanston customer base, and growing my business in that way. Dresses: Diana’s Bridal - Brick and Mortar retailer in Skokie: 6 ●Strengths ○Brick and mortar experience is a must-have for many people buying wedding dresses ○Also offer bridesmaids dresses 4https://www.thetiebar.com/bow-ties?gclid=Cj0KCQjw6IfoBRCiARIsAF6q06sjzhcJq1ofrUHRNlnjZ5E1XeF FcxB9GCbir_lADBxfkf5K4abpkN8aAiucEALw_wcB 5https://www.thetiebar.com/bow-ties?gclid=Cj0KCQjw6IfoBRCiARIsAF6q06sjzhcJq1ofrUHRNlnjZ5E1XeF FcxB9GCbir_lADBxfkf5K4abpkN8aAiucEALw_wcB 6 https://www.dianasbridalboutique.com/aboutus Gettwisted Designs Business Plan June, 2019 147 of 445 9 ○Have designer brands ●Weaknesses ○Higher price point ○Lack customizability Flora and Lane - Etsy retailed based in Chicago: 7 ●Strengths ○Offers creative bohemian-inspired wedding dresses ○Custom-makes all items ○Tailors to Chicago by allowing people to get custom-fitted if they’re able to visit the Chicago location ○81 sales over 5 years ○23 reviews and around 5 stars ●Weaknesses ○Targeting a niche/non-traditional subset of the Wedding market ○Chicago location may still be inconvenient for many Evanstonians ○Price point is still quite high I distinguish myself from the companies listed above because I will be able to produce custom, creative, and unique dresses at a lower price point than either of the companies. I make custom dresses for $200-$800, and specialize in creative adjustments/alterations to dresses customers have already bought but are unhappy with. The variety of distribution and marketing channels I will pursue increases my ability to cater to and attract the Evanston population specifically. Costume Jewelry: Nice Trading Company - Brick and Mortar retailer in Ravenswood: 8 ●Strengths ○Low prices ○Been in business 35+ years ○Engrave for free if you purchase $500 worth of jewelry. ●Weaknesses ○$50 minimum purchase Unsigned Beauties - Etsy retailed based in Evanston: 9 ●Strengths ○Wide variety of accessories offered ○413 sales over 10 years ○174 reviews and around 5 stars ●Weaknesses 7 https://www.etsy.com/shop/floraandlane?ref=simple-shop-header-name&listing_id=518826485 8 https://www.yelp.com/biz/nice-trading-co-chicago 9 https://www.etsy.com/shop/UnsignedBeauties?ref=simple-shop-header-name&listing_id=556496368 Gettwisted Designs Business Plan June, 2019 148 of 445 10 ○Products can get pretty expensive I distinguish myself from the companies listed above mainly because of my unique distribution model. By selling these products exclusively at trade shows and pop-up shops, I will be able to sell individual items and get right in front of the customer. III.Based on the geographic location of your business and the target demographics listed above, please provide an estimate for the total market size; in other words, how many unique potential customers exist in this space? Weddings Total Number of Weddings in 5-mile radius around Evanston: (368,018 people in 5-mile radius around Evanston / 5.2 million people in Cook County)* 29,562 weddings in Cook County = 2088 weddings in 10 11 5-mile radius around Evanston At Weddings, there are three main groups I’ll be targeting, the bride, bridesmaids, and the groomsmen. ●Bride: 2088 weddings * 1 bride per wedding * $1100 wedding dress average cost = $2.3 million 12 ●Bridesmaids: 2088 weddings * 5 bridesmaids per wedding * $150 bridesmaids dress cost = $1.25 13 million ●Groomsmen: 2088 weddings * 5 groomsmen wedding * $45 average bowtie cost = $470k The total wedding market size for my products is thus 2.3m + 1.25m + 470k= $4.02 million Church Events At churches, I will be targeting the provision of bow ties for the members of the church choir: 50 churches in Evanston * Average 15 members per church choir * $45 average bowtie cost = $34k 14 Prom I will seek to provide wedding dresses and bow ties for prom events at local high schools: ●New Trier Township High School: 1000 in senior class ○Dresses: 500 girls * $400 average prom dress cost = $200k 15 ○Bow Ties: 500 boys * $45 average bow tie cost= $23k ●ETHS: 825 in senior class ○Dresses: 412 girls * $400 average prom dress cost = $165k 16 ○Bow Ties: 412 boys * $45 average bow tie cost= $19k 10http://mcdc.missouri.edu/cgi-bin/broker?_PROGRAM=apps.caps2010.sas&_debug=&latitude=42.0569& longitude=87.6871&radii=3+5+10&sitename=&units=+&cntypops=on 11https://www.theweddingreport.com/index.cfm/action/wedding_statistics/view/market/id/17031/idtype/c/lo cation/Cook_IL/ 12 https://www.foxbusiness.com/features/4-tips-to-cut-the-cost-of-your-wedding-dress 13 https://www.thespruce.com/how-much-does-it-really-cost-to-be-in-the-wedding-3489929 14 http://www.churches-in.com/illinois/Evanston/ 15 https://www.promgirl.com/prom-guide/costs 16 https://www.promgirl.com/prom-guide/costs Gettwisted Designs Business Plan June, 2019 149 of 445 11 ●Niles North: 500 in senior class ○Dresses: 250 girls * $400 average prom dress cost = $100k 17 ○Bow Ties: 250 boys * $45 average bow tie cost= $11k ●Roycemore School: 50 in senior class ○Dresses: 25 girls * $400 average prom dress cost = $10k 18 ○Bow Ties: 25 boys * $45 average bow tie cost= $1.1k ●Beacon Academy: 50 students in senior class ○Dresses: 25 girls * $400 average prom dress cost = $10k 19 ○Bow Ties: 25 boys * $45 average bow tie cost= $1.1k The total dress market at prom events in nearby schools is $485k while the bow tie market is $55k. This comes out to a total prom market size of $540k. Costume Jewelry I will target my costume jewelry sales to mostly women but also men. Most of the selling for this jewelry will occur at trade shows. I will target the following age groups: ●18-34: 92k people in radius in age group * 44% likelihood to own costume jewelry * 1.5 pieces of 20 costume jewelry per person * $7.75 average price for costume jewelry = $478k ●34-50: 76k people in radius in age group * 45% likelihood to own costume jewelry * 1.5 pieces of costume jewelry per person * $7.75 average price for costume jewelry = $393k ●50-64: 34-50: 70k people in radius in age group * 33% likelihood to own costume jewelry * 1.5 pieces of costume jewelry per person * $7.75 average price for costume jewelry = $270k The total costume jewelry market in a 5-mile radius around Evanston is $1.14 million Summary For my three main products, the targeted market sizes based off of the above information is as follows: ●Dresses (Including alteration and customization): $4.04 million ●Bow Ties: $559k ●Costume Jewelry: $1.14 million Across all the products I sell, the total market size comes out to $5.7 million 17 https://www.promgirl.com/prom-guide/costs 18 https://www.promgirl.com/prom-guide/costs 19 https://www.promgirl.com/prom-guide/costs 20https://www.statista.com/statistics/231407/people-who-bought-costume-jewelry-in-the-last-12-months-us a/ Gettwisted Designs Business Plan June, 2019 150 of 445 12 IV.Considering the total market size and your primary competitors, estimate what percentage share of the market you currently occupy: My total market share as of right now is $31k rev/$5.7 million market share= 0.55% ●Dresses: ($15950 rev/ $4.04 million market size)= 0.4% ●Bow Ties: ($7.5k rev/$559k market size)= 1.3% ●Costume Jewelry: ($7.75k rev/$1.14 million market size)= 0.7% Gettwisted Designs Business Plan June, 2019 151 of 445 13 Marketing Plan I.What marketing strategies have you used in the past? Which were most successful? Consider Pricing (discounts, bundles), Promotions, Product (variations to the services offered to keep customers engaged), Placement (where are messages most effective) I’ve focused primarily on word-of-mouth and letting consumers know about my products through my presence as a vendor at trade shows. Listed below is the full list of marketing channels I have pursued in the past. ●Trade shows ●Social Media o Facebook o Instagram ●Word-of-Mouth ●Flyers ●Discounts: Have offered discounts to ETHS students for prom and graduation ●Have made items for free to market my products ●Online retailers o Ebay II.Describe which demographics of the customer base and geographical area you will target with marketing in the future. Where is the greatest need for awareness? There are four major consumer groups that I’d like to capture and introduce my product to through my marketing efforts: ●Church-goers o Especially people attending/participating in church events ●High-School Students o Should be focusing on seniors and other groups who have organized events requiring formal attire ●Wedding o Brides, Bridesmaids, Grooms, and Groomsmen all are potential clients. o Necessity for outfit coordination means that there is the potential for larger orders ●Northwestern o A large student body and many formal events means that there is a big potential market for the product that I should tap into III.What marketing strategies do you plan on pursuing going forward? ●Online retailers- Have successfully sold many items online, custom and creative designs attract significant audience o Etsy o Ebay ●Trade shows o Can sell jewelry, bow ties, and dresses at shows o Provides marketing opportunity for products and services, will have flyers to distribute to potential clients and will ask them to spread the word o Attend trade shows regularly and made good profits at all that I have attended Gettwisted Designs Business Plan June, 2019 152 of 445 14 ●Pop-up shops o Sell jewelry, bow ties, and dresses door-to-door, moving items around in her car o Market products and services door-to-door and get orders for bow-ties/dresses that way o Leave flyers and contact info at all houses ●Partnerships- Reach out directly to event managers at these organizations o Churches ▪Church services or choir groups have many ▪Can offer discount if able to get a bulk order o Schools ▪Prom, graduation, or other formal events ▪Can provide student and bulk discounts o Event management companies ▪Specifically wedding venues who might be able to add us on as a service they offer or provide an opportunity for us to market ▪Can offer significant discount if we’re able to get a bulk order/partnership with them ●Social Media- Maintain online presence o Facebook o Instagram Gettwisted Designs Business Plan June, 2019 153 of 445 15 Management I.Describe your organizational structure. Please include key management roles and a list of employee responsibilities. My organization is self-run and will remain self-run for the foreseeable future. I make, market, sell, and distribute all products by myself. II.How many employees do you have under contract: part-time and full-time? Currently do not have any employees under contract. It is a sole proprietorship. Gettwisted Designs Business Plan June, 2019 154 of 445 16 Capital Summary and Sourcing I.List the major operating equipment that your company owns or leases (feel free to add more items if required): Item Quantity Age Condition/Description Check One (X) If Owned: Owned Leased Cost 1. Computerized sewing machine 1 4 years 2 years left X $399 2. Heavy duty sewing machines 1 6 years 2 years left X $299 3. Surger 1 8 years 2 years left X $289 4. Surger 1 6 years 4 years left X $399 5. Steamers 1 2 years <1 year X $45 6. Handheld Steamers 2 2 years <1 year X $29/each 7. Steamers 1 4 years 1 year X $69 8. Cutting Shears 12 10+ years Can resharpen for as long as necessary X ~$100/each 9. Rotary Cutter 2 <1 year Need to buy new blades for those X $70 10. Irons 4 2 years Need to replace frequently X $40-100 11. Dress Forms 1 5 years Broken and duct-taped X $199 Gettwisted Designs Business Plan June, 2019 155 of 445 17 II.Describe your sourcing process for key inputs. List your major suppliers by location, order quantity, frequency of use, and price The main input I buy is fabric. Amazon and Ebay are the main online retailers for this. I visit local fabric stores regularly to browse and pickup fabric with unique and interesting designs. I visit local shops for maintenance on my equipment and buy new equipment from either online or local vendors. Gettwisted Designs Business Plan June, 2019 156 of 445 18 Financial Analysis (for Established Businesses): I.Operating Statement Year 2017 2018 Units Average Price Revenue Units Average Price Revenue Growth Jewelry 500 $7.75 $3,875 1,000 $7.75 $7,750 100% Bow Ties 92 $38 $3,450 200 $38 $7,500 117% Wedding Dresses 10 $500 $5,000 7 $500 $3,500 -30% Alterations 450 $17 $7,425 400 $17 $6,600 -11% Recreation 25 $98 $2,438 60 $98 $5,850 140% Revenue 1,077 $22,188 1,667 $31,200 41% Jewelry 500 $3 $1,375 1,000 $3 $2,750 Fabric (by yard) 1,200 $2 $2,400 1,200 $2 $2,400 Equipment maintenance: (times quipment taken to shop) 7 $215 $1,505 7 $215 $1,505 Business use of Home $3,360 $3,360 Costs $8,640 $10,015 Profit $13,548 $21,185 56% II.Explain how you derived the seasonal variation in your cash flow: Weddings and Proms increase during the spring and summer so there are more orders for bow ties and dresses in those seasons. Gettwisted Designs Business Plan June, 2019 157 of 445 19 III.Provide a Debt Ratio: (monthly housing + monthly debt) / monthly income (1400 + 300/ 2600)= 65% IV.Provide a Housing Ratio: (monthly housing expenses / monthly total income) (1400/2600)= 51% Gettwisted Designs Business Plan June, 2019 158 of 445 20 Future Planning/Ambitions I.Do you have any ideas to adapt or modify for service/product offerings to increase sales or expand your business? I will focus particularly on expanding my sales in the bow tie and jewelry spaces. The margins in these spaces is very high. Since I launched So’Custom Bows & Tiez, I’ve been able to get unprecedented market traction in the bow tie space in a very short amount of time. I’d like to focus my resources on expanding that revenue stream in particular, and the distribution channels I have chosen to pursue will enable me to do that. I specifically would like to focus more on attracting larger orders, as the margins on these are higher and will allow me to accelerate my marketing and awareness efforts. Partnerships are a key next step for my business. While I have thrived and gained traction going directly to my consumer, there is a large revenue potential in servicing organizations or groups who will make larger orders, such as churches, schools, and event management organizations. A particular focus is to position ourselves to be one of the first businesses that comes to mind when a wedding, anniversary, prom, graduation, or other event involving formalwear is in the works. Due to my unique and creative designs, my products would be a welcome addition at any brick and mortar retail outlets. Having my products on the shelf at these retail outlets can be an additional revenue stream and marketing channel. II.If you have outlined a growth plan, describe how you plan to meet an increased demand? At the current stage and for the foreseeable future, I can continue to grow and operate without any additional labor. III.Have you explored future options for funding capital and inputs? Have not thoroughly explored other options, but LEND will remain an option if/when I reach the stage of being ready for a microloan. Gettwisted Designs Business Plan June, 2019 159 of 445 21 Grant Request Item: Reason for Request Links to Estimates Estimated Expense: Computer To continue innovating in the design space and capitalizing on the uniqueness and customizability of my products, I will need design tools. In particular I will need software that will require a specific computer to operate. 1) Dell - XPS 13.3" Touch-Screen Laptop (Bought from Best Buy) 2) Dell XPS 13 InfinityEdge Touch Display Laptop (Bought from Dell) 3) Dell XPS 13 9380 13.3" Laptop Computer - Silver (Bought from Micro Center Computers and Electronics) $1100 Professional Industrial Sewing Machine Much of the $1500 annual expense I pay towards equipment maintenance goes towards maintaining my current sewing machine. Getting a professional industrial sewing machine that is better able to handle my workload will significantly reduce these annual maintenance costs 1) Juki Industrial Lockstitch for Heavy Materials w/iKonix 0.5 HP Servo Motor, Table, LED Lamp (Bought from Amazon) 2) JUKI DDL-8700 High-Speed Single Needle Straight Lockstitch Industrial Sewing Machine With Table and Servo Motor (Bought from Gold Star Tool) 3) Juki DDL-9000C Series Industrial Sewing Machines with Table and Motor (Bought from Sewing Machines Plus) $840 Plus Size Dress Form A dress form is critical to the dressmaking and alteration process, but my current dress form is 5 years old and is literally falling apart. 1) Professional Missy Female Full Body Dress Form Tailor Dummy Mannequin Collapsible Shoulders Sizes 2-12 (Bought from Amazon) 2) Professional Female Full Body Dress Form w/ Collapsible Shoulders and Legs (Bought from The Shop Company) 3) PGM Pro 605A Womens Ladies Professional Head to Toe Full Body Dress Form & Stand (Bought from AllBrands) $500 Professional Iron Normal irons generally need to be replaced frequently, so I’d like to invest in a professional iron that is higher quality and which has a longer lifetime 1) Rowenta Professional Iron (Bought from Target) 2) Rowenta Professional Iron (Bought from Home Depot) 3) Rowenta Professional Auto Shut Off Steam Iron (Bought from Walmart) $60 Total Requested Grant: $2500 Gettwisted Designs Business Plan June, 2019 160 of 445 Certificate of Completion This acknowledges that Charrisse Roberson has successfully completed Lending for Evanston and Northwestern Development’s Business Training Engagement Program. On this day of June 17 2019 Femke Munting, LEND President 161 of 445 Applicant Name * Rachel Holmes Applicant Address * 1717 Ashland Avenue Evanston , Illinois 60201 United States Applicant Email * Rachel.holmes2@gmail.com Applicant Phone Number * 7732800536 Business Name * Confidence Now Consulting Business Website http://www.iwearmi.com Business Address P.O. Box 1954 Evanston , Illinois 60201 United States Please provide a description of your business (500 words max) Confidence Now Consulting is a consulting agency whose focus is to make its clients life, business, and love life better and not romantic love life but the life we were never taught about, with ourselves. Rachel Holmes, The Confidence Coach provide clients with the tools, strategies, and resources for them to take their lives to the next level. Our mission is to align opportunities for our clients that will produce successful results. Services to be funded: Tools/Equipment Licenses/certifications Do you need financial assistance with City licensing or permitting requirements? No Please describe how you intend to use Entrepreneurship Support Program funding to expand your business (500 words max) I intend to use the Entrepreneurship Support Program funding by eliminating the middle man which will help with overall overhead and business costs. I currently work off a loaner laptop which limits my capability for clients. I have been asked several times to participate in recordings and podcasts but haven't been able to due to my phone not giving me the options to do so. I'd even be able to start my own which would aide in business visibility. The Cricut machine will help with the creation of products that have been outsourced from other vendors. Due to this being a new business the LLC will aid with getting licensed and to lay the foundation legally. Upload business plan (.pdf or .doc) * confidence_now_business_plan.pdf190.07 KB · PDF 162 of 445 Upload proof of residency or business location (lease, utility bill, bank statement, etc.) 1717_ashland_avenue_lease.pdf311.46 KB · PDF Upload proof of completion of a business training program (Community Business Academy or other) * lend_certificate.pdf669.05 KB · PDF "I certify that all of the information contained in this document, all statements, information, and exhibits that I am submitting is true and accurate and to the best of my knowledge. I certify that I have reviewed the Program Guidelines associated with the City of Evanston's Entrepreneurship Support Program." (Type name below for signature). Rachel Holmes Date Wednesday, July 10, 2019 163 of 445 1 Business Plan OWNERS: Rachel Holmes Your Business Name: Confidence Now Coaching Street Address: P.O. Box 1954 City, ST ZIP Code: Evanston, Illinois 60204 Telephone: (773)280-0536 E-Mail: coachrachel@iwearmi.com 164 of 445 2 Table of Contents I. Professional Experience & Founding History…………………………………………... 3 II. Operating Structure……………………………………………………………………...... 4 III. Market Analysis……………………………………………………………………………..6 IV. Marketing Plan……………………………………………………………………………... 7 V. Management………………………………………………………………………………..15 VI. Capital Summary and Sourcing…………………………………………………………..19 VII. Financial Analysis [Start Ups].....................................................................................20 VIII. Financial Analysis [Est. Businesses]..........................................................................21 IX. Future Planning/Ambitions………………………………………………………………...22 165 of 445 3 Professional Experience & Founding History I. Please list any and all of your relevant formal qualifications (i.e. business education, degrees, training certifications, LEND or Sunshine Academy engagement): Completion of the following certifications: Certified Life Coach Certification LEND Business Certificate Completed the following courses/trainings/workshops: Crucial Conversations Crucial Accountability Sunshine Business Academy Seven Habits of Highly Successful People II. Please summarize your personal background and employment record; how did you get to where you are today? I currently work in a healthcare setting that focuses on improving the quality of patient care. We provide proficiency testing for labs, doctor’s office and hospitals in order to ensure that they are testig patients accurately. It requires a lot of paperwork and good attention to detail. My profession has demonstrated that I have a solid understanding of the skills associated with processing paperwork. I enjoy the work that I do, but my passion lies in working with people in a more personal setting. My role has taught me how to manage multiple projects at once while maintaining a high quality level. I will transfer these skills to my confidence coaching work. In the past I have mentored middle school and high school girls, coached friends and family through difficult challenges, and provided speaking services to businesses and schools. I focus primarily on developing confidence and the tools necessary to develop self-confidence. I have provided some of these services pro bono, but I have been compensated for the majority of them. I typically find these opportunities by word of mouth. I am also often asked back to speak or mentor again. III. Briefly describe when, how, and why you formed the company and its development so far. How did you develop a passion for your current business? I have been providing coaching services for many years, and I recently became certified as a Life Coach through the 365 Consulting Group. I completed this certificate under the mentorship of Dr. Karen Ratliff. I focused my training on confidence coaching. She has helped me put together a list of products and services. She also helped me grow my number of coaching clients. I currently have three monthly clients. I provide them with in person coaching sessions as well as phone call coaching. I am also continuing to grow the number of speaking engagements that I partake in. I am expanding the number of corporate trainings that I provide on a monthly basis. I have always been the go-to confidant for my friends and family and have provided them with countless pieces of advice about how to grow their confidence. I have realized that I thrive when I work with people. I have the 166 of 445 4 ability to empathize with my clients and understand their needs. The 365 Consulting program cemented my belief that I have a special ability to provide confidence coaching services Operating Structure I. Please list and describe your present products and services offered, as well as hours and days of operation: ● Coaching Services ○ One-on-one coaching ○ Group coaching ○ Webinars ○ Speaking engagements ○ Business consulting (corporate coaching) ● Products ○ Devotionals ○ Books ○ Printable Downloads ○ Inspirational merchandise ■ Journals ■ T-Shirts ■ Mugs ■ Phone cases ● Hours of Operation ○ My hours of operation are flexible, but I tend to work between 10:00 a.m. and 7:00 p.m. II. Please detail your pricing structure. Is it variable? (i.e. changing menu or product line) One-On-One Coaching Fee: $150.00 – Per Month (Four Weeks) Group Coaching Fee: $197.00 per participant (10 weeks/60 minute weekly calls) Business Consulting Fee: $297 Speaking Engagments: TBD III. How do you receive payment? (i.e. What is your system for processing credit cards? Are you cash only? Do you accept checks and, if so, what is the deadline for payment?) Payments are accepted via the following: Invoicing done via Square. Invoices are sent once contracts have been completed. IV. How does your business model change over the course of the year? Is there a consistent customer flow or is there seasonal variation? If so, how do you address seasonal changes? 167 of 445 5 The training and coaching that I provide through middle schools and high schools in the Evanston and Wilmette area are subject to seasonal changes based on the school calendar. The summer months see a drop-off in the work that I do with speaking engagements, but I continue to coach girls through the summer months. I work with teachers who provide summer classes to mentor their students. I have found that coaching services pick up in January because people are motivated by the start of the new year. The services tend to be steady throughout the year, but drop off in November and December. People start saving for the holiday season for these two months which causes them to cut costs where they can. This means that they decrease their spending on life coaching and similar services. My speaking engagements also tend to drop off in November and December Like any business it is important to study and pay attention to the trends, whether it be season or whatever the new fad on social media is. Studying your audience, asking questions and staying engaged. When it comes to the business model changing, my plan to address it would always to be a quarter ahead. Making sure I have things already in place for when things shift so I’m not scrabbling to figure things out or come up with something. i.e. Here’s my current focus: Q3 – Branding (Builing the like, know and trust amongst current clients and potential clients) Q4 – Client Retention (focusing on providing strategies, resources and tools to keep clients coming back and spreading the word. Market Analysis I. What is your intended audience or demographic? Provide the geographic location of your customers and the type of customers you serve: Currently: African American woman ages 21-40 in the Chicagoland area. Vision: Woman of all demographic groups, globally, and of all age groups. i.e. Instagram: @phenomenal.ly II. List firms you have identified as primary competitors in your market(s). Identify their strengths and weaknesses then describe how your company stands out: Christianne & Company LLC – Strengths: Overall expereince Life Coaching: Trish Blackwell – Strengths: consistency, following in place, programing available. Weakness: N/A Confidence Sales Person: Rachel Luna – Strengths: consistency, transparency, relatibility 168 of 445 6 Products and Apparel: @phenomenal.ly (instrgram handle) – Strength: celebrity following, seamless ordering process, established following. Weakness: Only a few designs. III. Based on the geographic location of your business and the target demographics listed above, please provide an estimate for the total market size; in other words, how many unique potential customers exist in this space? Total population of Chicagoland= 9.5 million people Number of people that are accessible = ~30% of the Chicagoland area (within reasonable driving distance)= 2.85 million people Percentage of population that is African American= 16.7% => 475,000 people Percentage of Women between 21 and 40 ~ 14% => 33,250 It is challenging to estimate the number of women who would require confidence coaching services, but in my experience almost all women can benefit from some form of life coaching in their lives. Twenty seven percent of Americans go for professional counseling at some point in their lifetimes. I estimate that 20% of the population I have mentioned will be willing to pay for confidence coaching at some point (if they become aware of my services). If I become more successful I will be able to take more clients from outside the Chicagoland area, but I have kept my market size estimate conservative. Market size: 6650 IV. Considering the total market size and your primary competitors, estimate what percentage share of the market you currently occupy: I believe I occupy approximately one percent of the total market share. That amounts to 66 customers a month. I do not currently have the capacity/ time to take on 66 clients, but it would be possible to reach that amount with a year or so of growth. 169 of 445 7 Marketing Plan I. What marketing strategies have you used in the past? Which were most successful? Consider Pricing (discounts, bundles), Promotions, Product (variations to the services offered to keep customers engaged), Placement (where are messages most effective) Based on the anaytics provided via Wix (website provider) most of my clients, engagement and sales have all been done via Facebook/Social Media. Promotions, testimonials and including my audience in the process builds the like/know/trust factors with clients so they feel they have built it with me. Email Marketing has also been used. II. Describe which demographics of the customer base and geographical area you will target with marketing in the future. Where is the greatest need for awareness? Currently my main audience is are African American women between the ages of 21-45. In the future, I plan to serve women of all nationalities between the ages of 21-45. Women all of ages struggle with confidence so finding ways to service everyone is my overall focus. III. What marketing strategies do you plan on pursuing going forward? Future marketing strategies consist of purchasing social media ads, brochures that explain the services provided, remaining consist with email marketing to continue to build the like/know/trust amongst clients and followers and being more visual with recording of videos and podcasts. 170 of 445 8 Management I. Describe your organizational structure. Please include key management roles and a list of employee responsibilities. As the owner since it is the beginning phases of things, I’m currently the only person on my team. In the near future I would be adding interns to assist with following tasks: 1. Social Media Management 2. Client Manament – CRM II. How many employees do you have under contract: part-time and full-time? None, currently just me. 171 of 445 9 Capital Summary and Sourcing I. List the major operating equipment that your company owns or leases (feel free to add more items if required): Item Quantity Age Condition/Description Check One (X) If Owned: Owned Leased Cost 1.Car 1 7y Fair X $5000.00 2.Heat Press 1 - Brand New X $300.00 3.Wireless Printer 1 - Brand New X $200.00 4.Tripod 2 6m New X $20.00 5. iPhone 1 1y6m Good X $1000.00 6. 7. II. Describe your sourcing process for key inputs: List your major suppliers by location, order quantity, frequency of use, and price 172 of 445 10 Financial Analysis (for Startups): I. Outline all projected costs necessary: Monthly Expenditure Amount ($) Rent Expense $1700.00 Bank Fees $12.00 Fuel/Gas $300.0 Business Supplies $150.00 Merchandise Production Costs $100.00 Rented Equipment $0 Facilities/Repairs $0 Utilities $200.00 Employees $0 Charitable Giving $100.00 Other $0 TOTAL EXPENSES: $2562.00 This includes both personal and business expenses. The business expenses alone are: Bank Fees: $12.00 (I have a business account which requires extra fees) Business Supplies: $150.00 (I purchase books and supplies for my clients. I cover these additional expenses so that I can ensure the best results.) Merchandise Production Costs: $100 (This is the money that I spend per month on the Total Business Expenses: $257 II. Provide an overview of all revenue streams, by month, for the past year: Employment full-time/part-time, speaking engagements, product sales, coaching clients. 173 of 445 11 III. Provide an overview of any outstanding Debt, Loans, or Lines of Credit: Business- none, Personal - Student Loans that are covered by my current employment. IV. Based on projected costs, provide a breakeven analysis to estimate the number of customers you need to exceed in order to be profitable on a monthly basis: 9-10 customers per month (at $150 per month, assuming that I transition to doing coaching as my full-time job). 2 business consulting courses per month- $600 2 speaking engagements per month- revenue depends, typically between $200 and $300 If I do not transition to doing coaching full-time, I can cover my monthly expenses for the business by maintaining two or three clients per month. Any business consulting or speaking engagements will then be additional revenue that I can save to help grow the business. V. How does this figure compare to the total market size (P art 3-V) and your estimated share of this market? What is the margin of error to breakeven? Two or three clients a month would amount of 0.045% of the total market share. That is far below my estimated 1% market share occupation. Ten clients would occupy approximately one sixth of a percent, which would still be well within my predicted total sales. Future Planning/Ambitions I. Do you have any ideas to adapt or modify for service/product offerings to increase sales or expand your business? Online coaching programs Completing my book – estimated August 2019 Business consulting – corporate trainings (Confidence In The Workplace) Training others to become certified as a coach Products (Shirts, journals, mugs, bracelets, refrigerator magnets) II. If you have outlined a growth plan, describe how you plan to meet an increased demand by growing your labor force? Once my coaching/consulting business gets to where it came supplement my income, I plan to quit my 9-5 and coach full time. Leaving my job will free my time to grow and expand my business. III. Have you explored future options for funding capital and inputs? Not at this time. 174 of 445 12 Grant Request Service Requested Proposed Vendor Laptop – Lenovo Ideapad 15.6 HP Laptop – Lenovo E580 Laptop – XP X360 Convertible Touchscreen Chromebook Amazon.com (https://www.amazon.com/s?k=Laptop+%E2%80 %93+Lenovo+Ideapad+15.6+HP&ref=nb_sb_nos s_2) High Proformance Computers 622 Grove Street Evanston, Illinois 60201 (847)475-9883 Target – Evanston Center 2209 Howard Street Evanston, Illinois 60202 (847)733-1144 $368.00 $799.00 + $199.00 Warranty $259.00 Blue Microphones Blue Microphones – Yeti USB Multi-Pattern Electret Condenser Microphone Blue Microphones – Yeti USB Amazon.com (https://www.amazon.com/Blue- Snowball-Condenser-Microphone- Cardioid/dp/B014PYGTUQ/ref=sr_1_3?keywords =Blue+Microphones&qid=1562553287&s=gatewa y&sr=8-3) Best Buy 2301 Howard Street Evanston, Illinois 60201 (847)570-0450 Staples 1509 Waukegan Road Glenview, Illinois 60025 (847)832-0283 $74.99 $129.99 $109.99 Cricut Maker, Champagne Cricut Maker Amazon.com (https://www.amazon.com/Cricut- 2003925-Maker- Champagne/dp/B072VYPWM4/ref=sr_1_1_sspa? keywords=Cricut+Maker%2C+Champagne&qid=1 562552187&s=gateway&sr=8-1-spons&psc=1) Blick Art Materials 1755 Maple Avenue Evanston, Illinois 60201 (847)425-9100 $369.00 $399.99 175 of 445 13 Cricut Maker Michaels 7055 Central Avenue Skokie, Illinois 60077 (847)410-0280 $349.00 4.LLC Articles of Organization Fee State of Illinois $250.00 Total Requested Grant:__$2000.00___ 176 of 445 177 of 445 For City Council Meeting August 5, 2019 Item A12 Business of the City by Motion: Evanston Great Merchant Grant – Howard Street For Action To: Honorable Mayor and Members of the City Council From: Johanna Leonard, Community Development Director Paul Zalmezak, Economic Development Division Manager Paulina Martínez, Assistant to the City Manager Subject: Evanston Great Merchant Grant – Howard Street Date: July 25, 2019 Recommended Action: The Economic Development Committee recommends City Council approval of financial assistance through the Great Merchant Grant for an amount not to exceed $250 to the Howard Street Business Association. Funding Source: Staff recommends utilizing the Economic Development Business District Improvement Program (Account 100.21.5300.65522). The approved 2018 Fiscal Year Budget allocated $150,000 to this account. To date, $37,995.47 has been spent from this account, leaving $112,004.53 available for expenditure. Summary: Staff has been working with the Howard Street Business Association to create a new event on Howard Street. The Association is planning an open house for Howard Street businesses on September 5, 2019. Participating businesses will showcase their products and services. The city funding will support the cost of marketing the event, as outlined below. The design of the poster and other marketing materials were created by Mr. Matt Rodgers, a member of the HSBA. After discussing the marketing strategy with Ms. Lenice Levy, President of the HSBA, staff recommends an amount not to exceed $250 to promote the event via Facebook and Instagram. Posters will be distributed across all City-owned community and recreation centers, and other gathering places around town. Memorandum 178 of 445 2 Howard Street Business Association The Howard Street Business Association requested funds for the following projects: Activity Amount 50 posters In-house Social media ad $250 Total Request $250 These activities are considered business district staples and eligible under the Neighborhood Promotion Project Eligibility Criteria of the Great Merchants Grant. Following staff review, Howard Street Business Association was found to be in good standing under the guidelines of the Great Merchants Grant and is eligible to receive the requested services. Legislative History: On August 24, 2019, this item was unanimously approved by the Economic Development Committee. 179 of 445 For City Council Meeting of August 5, 2019 Item A13 Resolution 82-R-19, Status Designation for Hewn Bakery For Action To: Honorable Mayor and Members of the City Council Administration & Public Works Committee From: Johanna Leonard, Community Development Director Paul Zalmezak, Economic Development Manager Subject: Consideration of Resolution 82-R-19, Endorsing the Application of Oxcart, LLC (dba Hewn) to the Cook County Assessor for Class 6b Status Designation for Commercial Development of the Vacant Property Located at 1731 Central Street Date: July 22, 2019 Recommended Action: Staff recommends the adoption of Resolution 82-R-19 “Endorsing the Application of Oxcart, LLC (dba Hewn) to the Cook County Assessor for Class 6b Status Designation for Commercial Development of the Vacant Property Located at 1731 Central Street, Evanston, Illinois.” Funding Source: Not applicable Summary: Oxcart, LLC has independently owned and operated Hewn Bakery at 810 Dempster Street since 2013 and is known for its hand-mixed, hand-shaped and naturally fermented pastries and breads with grains, produce and dairy sourced from local farmers. Hewn is a woman owned, LGBT business founded by Ellen King and Julie Matthei. Ellen King has since authored Heritage Baking: Recipes for Rustic Breads and Pastries Baked with Artisanal Flour from Hewn Bakery and has also been a featured guest on television. Hewn opened with five employees in a 1,200 square foot space. Hewn doubled its size to 2,400 square feet with a small expansion into an adjacent space on Dempster and grew the staff to 25. Hewn offers medical, dental, vision and a simple IRA retirement plan for all full-time staff. Hewn’s baking process is labor intensive and space ne eds have grown due to product demand. Hewn’s staff of 25 works daily to mix the dough by hand, turning it every 30 Memorandum 180 of 445 minutes for four hours. The bread ferments for 20 hours when it is then ready for baking. Due to increased demand and the need to add employees, Hewn has outgrown 810 Dempster Street, and has initiated a search for new space. Staff has worked closely with Hewn ownership over the last two years to retain the bakery in Evanston. Hewn recently identified in a space in Chicago that fit space needs, but could not negotiate a financially feasible deal. Because of Hewn's history with Evanston, and knowing that Evanston is overall receptive to granting incentives, they ultimately decided to keep their expansion local and support the community that allowed them to first open their doors. Fortunately, Hewn has identified 1731 Central Street, a 92-year old property that has been vacant for over a year, last occupied by Honor Finance. The building is approximately 6,000 square feet. With the purchase of 1731 Central, Hewn will be able to expand its wholesale business and employ more local residents. Hewn will use 1731 Central Street as a manufacturing hub that will enable the business to open 2-3 satellite locations in Cook County. Hewn plans to hire an additional six employees as the business grows in the next 18 months. Hewn is seeking City Council endorsement of a Class 6b designation for the property, which will reduce the rate of assessment from 25% to 10%. Properties receiving Class 6b will be assessed at 10% of market value for the first 10 years, 15% in the 11th year and 20% in the 12th year. This constitutes a substantial reduction in the level of assessment and results in significant tax savings. A detailed summary of the Class 6b assessment designation follows in the background section of this report, and attached is the Cook County program documents. The Class 6b will allow Hewn to afford the cost of acquiring and renovating the property at 1731 Central Street, which according to Hewn, is suffering from severe functional obsolescence. It is approximately 92 years old and was not constructed to modern standards. Hewn will invest a considerable amount of money into updating and rehabbing the subject property. The building needs several repairs and improvements, including HVAC, water damage repair, tuckpointing and a new roof, to name a few. According to Hewn’s application, they plan to incorporate a “viewable production area for citizens to walk by and observe artisan bread and pastry production…to be able to witness authentic, old world baking.” Hewn estimates the initial cost to renovate 1731 Central to a useable condition for a modern industrial tenant is approximately $729,100. Hewn will convert the majority of the property to a manufacturing facility while still having a retail area for customers to purchase baked goods. Hewn reports it will have to identify an alternative location in another community for its operations if the 6b is not approved. The analysis below highlights the difference between taxes paid on the property with the Class 6b assessment and if the property does not receive the Class 6b assessment. The complete analysis is attached. To illustrate the range of outcomes, staff request ed estimates of tax revenue based on three scenarios: 181 of 445 1. Hewn occupies the space without 6b 2. Hewn occupies the space with 6b 3. The building remains vacant Total Est. Hewn 6b Tax Revenue Impact Over 12 Years (2019-2030) Scenario Total Property Tax Generated City of Evanston Total Share of Tax Revenues 1. Occupied without 6b [1] $ 1,252,691.00 $207,946.69 2. Occupied with 6b $ 563,711.00 $93,576.01 3. Vacant without 6b $ 62,261.00 $10,335.25 [1] Not a feasible option for Hewn. Without 6b, they will not acquire space. 1731 Central is assessed at 25% of its fair market value. Using fair market value numbers, based on the 2019 First Pass Assessed Value of the Building of $223,749, the property will generate an estimated $62,260 in total tax revenue for all taxing bodies over the proposed 12-year life of the incentive ($5,188 per year) if it were to remain vacant (Scenario 3 in the table above). The City of Evanston would receive approximately $10,000. Scenario 3 is unlikely as it assumes the building will remain vacant for the estimated 12 year run of the requested 6b incentive. Scenario 3 provides the extreme lower end of the range of tax revenue generation for illustrative purposes. Using the same assumptions, the property would generate over $1.2 million if occupied without 6b and over $200,000 for the City of Evanston. However, scenario 1 is not really an alternative as Hewn has indicated they will not close the acquisition of the property without the incentive. But it provides an illustrative example of the potential high range of tax revenue generate. By contrast, based on the market value of $1,524,100 ($795,000 purchase price + $729,100 improvements + full occupancy) the property would generate an estimated $563,711 in total tax revenue over the propose 12-year life of the incentive ($41,756 per year), as summarized in scenario 2. This is an increase in potential tax revenue of approximately $501,450 over the life of the incentive. The total tax revenue collected by the City over 12 years would be approximately $93,000 ($8,000 annually). Scenario 2 provides a realistic estimate if Hewn were to occupy with the 6b. In summary, the Class 6b provides an opportunity to retain a growing Evanston made and Evanston based company operated by Evanston residents. If Resolution 82-R-19 is approved, the next step in the application process will be for the applicant to re- submit the full application to the Cook County Assessor. The Assessor will forward this application to the Economic Development Advisory Committee of Cook County (EDAC) which will within 30 days review the application and present its findings to the Assessor. The Assessor will then make a final determination within 30 days of receiving the report from the EDAC. 182 of 445 Background: According to the Cook County Assessor, “the Class 6b classification is designed to encourage industrial development throughout Cook County by offering a real estate tax incentive for the development of new industrial facilities, the rehabilitation of existing industrial structures, and the industrial reutilization of abandoned buildings. The goal of Class 6b is to attract new industry.” “Under the incentive provided by Class 6b, qualifying industrial real estate would be eligible for the Class 6b level of assessment from the date that new construction or substantial rehabilitation is completed and initially assessed or, in the case of abandoned property, from the date of substantial re-occupancy. Properties receiving Class 6b will be assessed at 10% of market value for the first 10 years, 15% in the 11th year and 20% in the 12th year. This constitutes a substantial reduction in the level of assessment and results in significant tax savings. In the absence of this incentive, industrial real estate would normally be assessed at 25% of its market value.” After the 12 years has expired, the property returns to the normal assessment level of 25 percent of fair market value. Attached to this memorandum is the Eligibility Bulletin regarding 6b that provides more information on this incentive. The incentive is available to “real estate used primarily for industrial purposes” which is defined as, “Any real estate used primarily in manufacturing ... or in the extraction or processing of raw materials unserviceable in their natural state to create new physical products or materials, or in the processing of materials for recycling, or in the transportation or storage of raw materials or finished or partially finished physical goods in the wholesale distribution of such materials or goods for sale or leasing. Legislative History: N/A Attachments Resolution 82-R-19 6b Tax Revenue Analysis Cook County Class 6b Eligibility Bulletin Oxcart LLC Application 183 of 445 7/23/2019 82-R-19 A RESOLUTION Endorsing Oxcart LLC’s Application to the Cook County Assessor for 6b Status Designation for Renovation and Redevelopment of a Vacant Building at 1729-1733 Central Street, Evanston, Illinois WHEREAS, the City of Evanston, Cook County, Illinois, (the “City”) is a home rule unit of government under the Illinois Constitution of 1970; and WHEREAS, there exists within the borders of the City a recognized need for economic development, business expansion and employment; and WHEREAS, there exists a need to aid in financing the cost of economic development projects in order to encourage an increase in commerce and industry within the City, thereby reducing unemployment and providing for the increased welfare and prosperity of the residents; and WHEREAS, the City Council desires to promote the redevelopment of vacant buildings and retain local business to allow them to expand within its borders; and WHEREAS, the Cook County Assessor operates under an ordinance, known as the Cook County Real Property Classification Ordinance, which the Cook County Board of Commissioners enacted in order to encourage industrial and commercial development in Cook County; and WHEREAS, Oxcart LLC d/b/a “Hewn Bakery” (the “Applicant”) has applied for or is applying for Class 6b property status pursuant to said ordinance, for certain real estate, located at 1729-1733 Central Street in the City, with the 184 of 445 82-R-19 ~2~ Property Index Number 05-34-427-017-0000 (the “Subject Property”), and has documented that such incentive provided for in said ordinance is necessary for renovation of an existing building to occur on the Subject Property; and WHEREAS, applicant seeks affirmative support from the City of Evanston for its application to the Cook County Assessor and the City Council finds it is in the best interests of the City to support their efforts to receive this 6b designation, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: That the City Council hereby grants the request of the Applicant to have the Subject Property declared eligible for Class 6b status pursuant to the Cook County Real Property Classification Ordinance because the City Council recognizes that the incentive benefits provided for in said ordinance are necessary for new construction to occur on the Subject Property. SECTION 2: The City Council hereby supports and consents to the Cook County Assessor granting the Subject Property 6b status pursuant to the Cook County Real Property Classification Ordinance. SECTION 3: The City Manager is hereby authorized and directed to sign any documents necessary to implement this resolution. SECTION 3: That this Resolution 82-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. 185 of 445 82-R-19 ~3~ _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 186 of 445 Tax Year 2018 Tax Rate 2018 Multiplier Estimated Effective Tax Rate* Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and no 6b Assessment Level Without Class 6b Estimated Assessed Value Without a Class 6b Estimated Tax Without a Class 6b Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and 6b Assessment Level with a Class 6b** Estimated Assessed Value With a Class 6b Estimated Tax With a Class 6b Estimated Taxes at 2019 Cook County Market Value, Full Vacancy, and no 6b Year of Proposed New Incentive Assessment Level With NO Class 6b Estimated Assessed Value Without a Class 6b Estimated Taxes With a Class 6b 2019 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 1st 25%$18,938 $5,188 2020 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 2nd 25%$18,938 $5,188 2021 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 3rd 25%$18,938 $5,188 2022 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 4th 25%$18,938 $5,188 2023 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 5th 25%$18,938 $5,188 2024 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 6th 25%$18,938 $5,188 2025 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 7th 25%$18,938 $5,188 2026 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 8th 25%$18,938 $5,188 2027 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 9th 25%$18,938 $5,188 2028 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 10%$152,410 $41,756 $75,750 10th 25%$18,938 $5,188 2029 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 15%$228,615 $62,635 $75,750 11th 25%$18,938 $5,188 2030 9.412%2.9109 27.397%$1,524,100 25%$381,025 $104,391 $1,524,100 20%$304,820 $83,513 $75,750 12th 25%$18,938 $5,188 $1,252,691 $563,711 $62,261 Notes: The above estimates are speculative, and should be treated as such. * The 2019 Effective Tax Rate (the 2018 tax rate x the 2018 multiplier) was used. It does not take into account any increases or decreases in the Effective Tax Rate between 2019 and 2030. Estimated Taxes Based on: Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and no 6b Compared to Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and 6b Compared to Estimated Taxes at 2019 Cook County Market Value, Full Vacancy, and no 6b (PIN: 05-34-427-017-0000) Evanston, Illinois 60201 **The above is based on the assumption that the Class 6b Tax Incentive Renewal for the subject property will be granted in 2018. Property Tax Revenue Generated from the Property's Class 6b Tax Incentive: $501,450 1729-1733 Central Street 12 Year Tax Estimates Estimated Taxes at 2019 Cook County Market Value, Full Vacancy, and no 6b Total Estimated Taxes (2019 to 2030) Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and no 6b Estimated Taxes at 2019 Market Value $795,000 + $729,100 in Improvements, Full Occupancy, and 6b Total Estimated Taxes (2019 to 2030)Total Estimated Taxes (2019 to 2030) 7/24/2019 Page 1 of 1187 of 445 July 25, 2019 VIA FEDERAL EXPRESS Wally Bobkiewicz City Manager 2100 Ridge Avenue Evanston, IL 60201 Re: Class 6b Application Oxcart, LLC 1729-1733 Central Street Evanston, Illinois 60201 PIN: 05-34-427-017-0000 Dear Wally: Oxcart, LLC, or its assignee (the “Applicant”) is seeking to purchase the above-referenced property, and is requesting a Resolution supporting and consenting to a Class 6b Incentive based on occupation of abandoned property for less than twenty-four (24) months continuous vacancy with a purchase for value, special circumstances, and substantial rehabilitation. 1729-1733 Central St., Evanston, IL 60201 (PIN: 05-34-427-017-0000) consists of an approximately 4,400 square foot building (the “Building”) on an approximately 7,750 square foot site. The Building is approximately 92 years old and has been vacant for the last year. The previous occupant of the subject is Honor Finance. Honor Finance ceased operating at the subject property on June 1st, 2018. The subject property has been 100% vacant and unused since June 1st, 2018. The Applicant plans on leasing the Building to related entity, Hewn Bakery (“Hewn”). Hewn will utilize the Building to produce and distribute its organic proprietary baked goods. Applicant expects to add approximately 4 full-time and 3 part-time jobs once construction is complete. Furthermore, the Applicant expects to create approximately 15-18 temporary construction jobs. Hewn is a woman owned, LGBT business founded by Ellen King and Julie Matthei in 2013. Hewn has continued to grow and expand over the last 6 years to become a recognized wholesale and retail bakery. Hewn opened its doors in the Main Dempster Mile neighborhood in 2013 with 5 employees in a 1200 square foot space. Hewn doubled its size with a small expansion in that location in 2016. Currently, Hewn has 25 employees and is proud to offer medical, dental, vision and a simple IRA retirement plan for all full time staff. With the purchase of a 6000 square foot building on Central Street, Hewn will be able to expand its wholesale business and employ more local residents. Hewn plans to hire an additional 5-6 employees as the business grows in the next 18 months. Hewn will use 1731 Central St as a manufacturing hub that will enable the business to open 2-3 satellite locations in Cook County. The Building is suffering from severe functional obsolescence. It is approximately 92 years old and was not constructed to modern standards. Hewn will invest a considerable amount of money into updating 188 of 445 and rehabbing the subject property. The Building needs several repairs and improvements, including HVAC, water damage repair, tuckpointing and a new roof, to name a few. The Applicant also plans to create a viewable production area for citizens to walk by and observe artisan bread and pastry production. Hewn prides itself on making everything by hand, every day. Hewn wants the public to be able to witness authentic, old world baking while going about their daily lives. Hewn will convert the majority of the property to a manufacturing facility while still having a retail area for customers to purchase baked goods. Hewn views this as a great opportunity for the community to benefit by having access to quality baked goods and to improve a property that has been vacant for over 12 months. The estimated initial cost to revitalize this location to a useable condition for a modern industrial tenant is approximately $729,100. Due to the high taxes of Cook County, if the Class 6b Tax Incentive is not approved, the Applicant will be forced to consider choosing an alternative location in a neighboring County or community to expand its business that offers it a Class 6b Tax Incentive. Applicant currently leases another property in Evanston and would prefer to stay to do business locally. Currently, the Building is assessed at 25% of its fair market value. Using fair market value numbers, based on the 2019 First Pass Assessed Value of the Building of $223,749, the Building will only generate an estimated $62,260 in total tax revenue over the proposed 12- year life of the incentive ($5,188 per year) if it were to remain vacant. By contrast, based on the Market Value of $1,524,100 ($795,000 purchase price + $729,100 improvements + full occupancy) the Building would generate an estimated $563,711 in total tax revenue over the propose 12-year life of the incentive ($41,756 per year). This is an increase in potential tax revenue of approximately $501,450 over the life of the incentive. In addition to increasing property tax revenue, should the Class 6b Tax Incentive be approved, the development will create approximately 6 new jobs, which will stimulate the City of Evanston’s economy by supporting local businesses. By supporting the City of Evanston’s local businesses the Applicant will create sales tax revenues for the City. As stated above, without approval of the Class 6b Tax Incentive, the Applicant does not believe it will be financially feasible to substantially remodel the Building because of the County’s high tax burden. Therefore, the Applicant will be forced to look to expand its business in a county with a lower tax burden, or a community in Cook County who offers a Class 6b Tax Incentive. Based on the foregoing, the Applicant requests that the City of Evanston review its Class 6b request and approve a Resolution supporting and consenting to a Class 6b Incentive for the subject property based on occupation of abandoned property for less than twenty-four (24) months continuous vacancy with a purchase for value, special circumstances, and substantial rehabilitation. Therefore, please review this letter and attached materials, and place the Applicant on the agenda for the next available City of Evanston Board of Trustees’ meeting. Should you have any questions or concerns, or require additional information, please do not hesitate to contact me at (312) 580-1595. Regards, Christopher Zarek, Esq. Encls. 189 of 445 EDS AFFIDAVIT I, ________________________ as agent for Oxcart, LLC (the “Applicant”) does hereby certify that it would attest to the following facts as required by Sections 74-46 and 74-62 through 74-73 of the Cook County Code if called to testify: 1. That I am a duly authorized agent for Applicant, who is the contract purchaser of the property located at 1729-1733 Central St., Evanston, IL 60201; PIN: 05-34-427-017- 0000 (the “Subject Property”). 2. Applicant does not own any properties in Cook County. 3. Applicant’s ownership is as follows: Oxcart, LLC: Ellen King – 50% member-manager 3148 Harrison St. Evanston, IL 60201 Julie Matthei – 50% member-manager 3148 Harrison St. Evanston, IL 60201 4. To my knowledge and after reviewing the Applicant’s records, Applicant is not delinquent in the payment of any property taxes administered by Cook County or by a local municipality. Further Affiant Sayeth Not _______________________________ Date: __________________________ Subscribed and sworn before me This ______ day of _______, 2019 ____________________________ Signature of Notary Public 190 of 445 COOK COUNTY ASSESSOR FRITZ KAEGI COOK COUNTY ASSESSOR’S OFFICE 118 NORTH CLARK STREET, CHICAGO, IL 60602 PHONE: 312.443.7550 FAX: 312.603.6584 WWW.COOKCOUNTYASSESSOR.COM CLASS 6B ELIGIBILITY APPLICATION Carefully review the Class 6B Eligibility Bulletin before completing this Application. For assistance, please contact the Assessor’s Office, Development Incentives Department (312) 603 -7529. This application, a filing fee of $500.00, and supporting documentation (except drawings and surveys) must be filed as follows: This application must be filed PRIOR TO the commencement of New Construction or PRIOR TO the commencement of Substantial Rehabilitation Activities or PRIOR TO the commencement of Reoccupation of Abandoned Property. Applicant Information Name: ___________________________________ Telephone: ( _____ ) __________________ Address: _________________________________________________________________________ City: ________________________________ State: _____ Zip Code: ________________ Contact Person (if different than the Applicant) Name: ___________________________________ Telephone: ( _____ ) _________________ Address: _________________________________________________________________________ City: ________________________________ State: _____ Zip Code: ________________ Email: __________________________________________________________________________ Property Description (per PIN) If you are applying for more than three different PINs, please submit the additional PIN information in an attachment. Street Address: (1) _____________________________________________________________ Permanent Real Estate Index Number: _________________________________ (2) _____________________________________________________________ Permanent Real Estate Index Number: _________________________________ (3) _____________________________________________________________ Permanent Real Estate Index Number: _________________________________ City: ________________________________ State: _____ Zip Code: ________________ Township: ____________________________ Existing Class: ___________________________ Attach legal description, site dimensions and square footage and building dimensions and square footage. 191 of 445 Page 2 of 9 Identification of Person Having an Interest in the Property Attach a complete list of all owners, developers, occupants and other interested parties (including all beneficial owners of a land trust) identified by names and addresses, and the nature and extent of their interest. Industrial Use Attach a detail description of the precise nature and extent of the intended use of the subject property, specifying in the case of the multiple uses the relative percentages of each use. Include copies of materials, which explain the occupant’s business, including corporate letterhead, brochures, advertising material, leases, photographs, etc. Nature of Development Indicate nature of proposed development by checking the appropriate space: [ ] New Construction (Read and Complete Section A) [ ] Substantial Rehabilitation (Read and Complete Section A) Incentive only applied to the market value attributable to the rehabilitation [ ] Occupation of Abandoned Property - No Special Circumstance (Read and Complete Section B) [ ] Occupation of Abandoned Property - With Special Circumstance (Read and Complete Section C) [ ] Occupation of Abandoned Property - (TEERM Supplemental Application) (Read and Complete Section C) SECTION A (NEW CONSTRUCTION/SUBSTANTIAL REHABILITATION) If the proposed development consists of New Construction or Substantial Rehabilitation, provide the following information: Estimated date of construction commencement (excluding demolition, if any): ___________________________ Estimated date of construction completion: _____________________________ Attach copies of the following: 1. Specific description of the proposed New Construction or Substantial Rehabilitation 2. Current Plat of Survey for subject property 3. 1st floor plan or schematic drawings 4. Building permits, wrecking permits and occupancy permits (including date of issuance) 5.Complete description of the cost and extent of the Substantial Rehabilitation or New Construction (including such items as contracts, itemized statements of all direct and indirect costs, contractor’s affidavits, etc) 192 of 445 Page 3 of 9 SECTION B (ABANDONED PROPERTY WITH NO SPECIAL CIRCUMSTANCE) If the proposed development consists of the reoccupation of abandoned property, purchased for value, complete (1) and (2) below: 1. Was the subject property vacant and unused for at least 24 continuous months prior to the purchase for value? [ ] YES [ ] NO When and by whom was the subject property last occupied prior to the purchase for value? ______________________________________________________________________________ ______________________________________________________________________________ Attach copies of the following documents: (a) Sworn statements from person having personal knowledge attesting to the fact and the duration of vacancy and abandonment (b) Information (such as statements of utility companies) which demonstrate that the property was vacant and unused and indicate duration of such vacancy 2. Application must be made to the Assessor prior to occupation: Estimated date of reoccupation: _________________________ Date of Purchase: _________________________ Name of purchaser: _________________________ Name of seller: _________________________ Relationship of purchaser to seller: _________________________ Attach copies of the following documents: (a) Sale Contract (b) Closing Statement (c) Recorded Deed (d) Assignment of Beneficial Interest (e) Real Estate Transfer Declaration 193 of 445 Page 4 of 9 SECTION C (SPECIAL CIRCUMSTANCES) If the applicant is seeking special circumstances to establish that the property was abandoned for purposes of the Incentive where there was a purchase for value, but the period of abandonment prior to purchase was less than 24 months, complete section (1). If the applicant is seeking special circumstances to establish that the property was abandoned for purposes of the Incentive where there was no purchase for value, but the period of abandonment prior to the application 24 continuous months or greater, complete section (2). If the applicant is seeking special circumstances to establish that the property was abandoned for purposes of the Incentive where there was no purchase for value, but the period of abandonment prior to the application was greater than 12 continuous months and less than 24 continuous month, complete section (2) and the TEERM Supplemental Application. 1. How long was the period of abandonment prior to the purchase for value? ________________ When and by whom was the subject property last occupied prior to the purchase for value? ___________________________________________________________________________ ___________________________________________________________________________ Attach copies of the following documents: (a) Sworn statements from persons having personal knowledge attesting to the fact and the duration of the vacancy and abandonment (b) Information (such as statements of utility companies) which demonstrate that the property was vacant and unused and indicate duration of vacancy (c) Include the finding of special circumstances supporting “abandonment” as determined by the municipality, or the County Board, if located in an unincorporated area. Also include the ordinance or resolution from the Board of Commissioners of Cook County stating its approval for less than 24-month abandonment period. Application must be made to the Assessor prior to the commencement of reoccupation of the abandoned property. Estimated date of Reoccupation: ____________________________ Date of purchase: ____________________________ Name of purchaser: ____________________________ Name of seller: ____________________________ Relationship of purchaser to seller: ____________________________ Attach copies of the following documents: (a) Sale Contract (b) Closing Statement (c) Recorded Deed (d) Assignment of Beneficial Interest (e) Real Estate Transfer Declaration 194 of 445 Page 5 of 9 2. How long has the subject property been unused? [ ] 24 or greater continuous months (Eligible for Special Circumstance) [ ] 12 continuous months but less than 24 continuous months (Eligible for Special Circumstance under TEERM) - Complete TEERM Supplemental Application [ ] Less than 12 continuous months (Not Eligible for Special Circumstance) When and by whom was the subject property last occupied prior to the filing of this application? ___________________________________________________________________________ ___________________________________________________________________________ Attach copies of the following documents: (a) Sworn statements from persons having personal knowledge attesting to the fact and the duration of the vacancy and abandonment (b) Information (such as statements of utility companies) which demonstrate that the property was vacant and unused and indicate duration of vacancy (c) Include the finding of special circumstances supporting “abandonment” as determined by the municipality, or the County Board, if located in an unincorporated area. Also include the ordinance or resolution from the Board of Commissioners of Cook County stating its approval for lack of a purchase for value. Application must be made to Assessor prior to the commencement of reoccupation of the abandoned property. Estimated date of reoccupation: ___________________________ 195 of 445 Page 6 of 9 TEERM SUPPLEMENTAL APPLICATION (This form will ONLY be utilized for applicants who specifically elect for TEERM) This supplemental eligibility application is for properties that have been abandoned (due to special circumstances) for at least 12 continuous months and less than 24 continuous months with no purchase taking place. Under the TEERM Program, qualifying industrial real estate would be eligible for the Class 6B level of assessment from the date of substantial re-occupancy of the abandoned property. Properties receiving Class 6B will be assessed at 10% of market value for the first 10 years, 15% in the 11th year and 20% in the 12th year. The terms of this program are Not Renewable. No applications will be taken after November 30, 2018. I __________________________________ applicant/representative hereby specifically elect to submit this Supplemental Application for the TEERM program. Further affiant sayeth not. _________________________________________ ____________________________________ Agent’s Signature Agent’s Name & Title _________________________________________ ____________________________________ Agent’s Mailing Address Agent’s Telephone Number _________________________________________ ____________________________________ Applicant’s Name Applicant’s Mailing Address _________________________________________ Applicant’s e-mail address Subscribed and sworn before me this _____ day of ________________ , 20 ______ _____________________________________________________________________ Signature of Notary Public 196 of 445 Page 7 of 9 EMPLOYMENT OPPORTUNITIES How many construction jobs will be created as a result of this development? ___________ How many new permanent full-time and part-time employees do you now employ in Cook County? Full-time: _________ Part-time: ________ How many new permanent full-time jobs will be created as a result of this proposed development? _____ How many new permanent full-time jobs will be created as a result of this proposed development? _____ LOCAL APPROVAL A certified copy of a resolution or ordinance from the municipality in which the real estate is located (or the County Board, if the real estate is located in an unincorporated area) should accompany this Application. The ordinance or resolution must expressly state that the municipality supports and consents to this Class 6B Application and that it finds Class 6B necessary for development to occur on the subject property. If a resolution is unavailable at the time the application is filed, a letter from the municipality or the County Board, as the case may be, stating that a resolution or ordinance supporting the incentive has been requested may be filed with this application instead. If the applicant is seeking to apply based on the reoccupation of abandoned property and will be seeking a finding of “special circumstances” from the municipality, in addition to obtaining a letter from the municipality confirming that a resolution or ordinance supporting the incentive has been requested, the applicant must file a letter from the County Board confirming that a resolution validating a municipal finding of special circumstances has been requested. If, at a later date, the municipality or the County Board denies the applicant’s request for a resolution or ordinance, the applicant will be deemed ineligible for the Class 6B incentive, whether or not construction has begun. In all circumstances, the resolution must be submitted by the time the applicant files an “Incentive Appeal”. I, the undersigned, certify that I have read this Application and that the statements set forth in this Application and in the attachments hereto are true and correct, except as those matters stated to be on information and belief and as to such matters the undersigned certifies that he/she believes the same to be true. _________________________________________ ____________________________________ Signature Date _________________________________________ ____________________________________ Print Name Title 10/4/13 197 of 445 Page 8 of 9 INCENTIVES CLASS LIVING WAGE ORDINANCE AFFIDAVIT ____________________________________________ as agent for the applicant set forth below, who is seeking a classification incentive as referenced below, I do hereby state under oath as follows: 1. As the agent for the applicant set forth below, I have personal knowledge as to the facts stated herein. 2. The property identified by PIN(s) with commonly known address(es), listed in Exhibit A attached and herein incorporated, are/is the subject of a pending application/renewal (circle as appropriate) for one of the following development incentives provided by the Code of Ordinances of Cook County, Chapter 74, Article II, Division 2, The Cook County Real Property Assessment Classification Ordinance, Sec.74-60 et seq., as amended: ____ Class 6B ____ Class 8 (Industrial property) ____ Class 9 3. I have reviewed the Code of Ordinances of Cook County, Chapter 34, Article IV, Division 1 and The Cook County Living Wage Ordinance, Sec. 34-127 et seq., as amended (the “Ordinance”), and certify that the applicant is in compliance with the above referenced Cook County Living Wage Ordinance, due to one of the following options (check as appropriate): ____ Applicant is currently paying a living wage to its employees, as defined in the Ordinance. OR ____ Applicant is not required to pay a living wage, pursuant to the Ordinance. Further affiant sayeth not. _________________________________________ ____________________________________ Agent’s Signature Agent’s Name & Title _________________________________________ ____________________________________ Agent’s Mailing Address Agent’s Telephone Number _________________________________________ ____________________________________ Applicant’s Name Applicant’s Mailing Address _________________________________________ Applicant’s e-mail address Subscribed and sworn before me this _______ day of ______________ , 20 ______ _____________________________________________________________________ Signature of Notary Public 198 of 445 Page 9 of 9 EXHIBIT A (Please type or Print) PIN(s) Common Address _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ 199 of 445 1 of 4 1/25/2011 COOK COUNTY ASSESSOR FRITZ KAEGI COOK COUNTY ASSESSOR’S OFFICE 118 NORTH CLARK STREET, CHICAGO, IL 60602 PHONE: 312.443.7550 FAX: 312.603.3616 WWW.COOKCOUNTYASSESSOR.COM CLASS 6B ELIGIBILITY BULLETIN Cook County Living Wage Ordinance Please be advised that every applicant for this incentive will be required to provide an affidavit to the Assessor’s Office to confirm compliance with the Cook County Living Wage Ordinance. The Cook County Assessor will not grant any request for incentive classification until it receives the required affidavit. Incentive Benefits The Class 6b classification is designed to encourage industrial development throughout Cook County by offering a real estate tax incentive for the development of new industrial facilities, the rehabilitation of existing industrial structures, and the industrial reutilization of abandoned buildings. The goal of Class 6b is to attract new industry, stimulate expansion and retention of existing industry and increase employment opportunities. Under the incentive provided by Class 6b, qualifying industrial real estate would be eligible for the Class 6b level of assessment from the date that new construction or substantial rehabilitation is completed and initially assessed or, in the case of abandoned property, from the date of substantial re-occupancy. Properties receiving Class 6b will be assessed at 10% of market value for the first 10 years, 15% in the 11th year and 20% in the 12th year. This constitutes a substantial reduction in the level of assessment and results in significant tax savings. In the absence of this incentive, industrial real estate would normally be assessed at 25% of its market value. Where buildings or other structures qualify for the incentive as new construction or as abandoned property as defined below, the reduced level of assessment under Class 6b will apply to those structures in their entirety as well as to the land upon which they are situated. Where there is substantial rehabilitation of an existing structure which has not been abandoned, the reduced incentive level of assessment is applicable to the additional market value attributable to the rehabilitation, including qualified land related to the rehabilitation. (Please note that the additional value attributable to the rehabilitation for assessment purposes is likely to be lower than the actual amount spent on the rehabilitation.) Land qualifies when the rehabilitation adds vertical or horizontal square footage to the improvements. The amount of land eligible for the incentive shall be in such proportion as the square footage added by the rehabilitation bears to the total square footage of the improvements on the parcel. 200 of 445 2 of 4 1/25/2011 Eligibility Requirements Real estate is eligible for Class 6b status under the following conditions: 1. The real estate is used primarily for "industrial purposes". 2. There is either (a) new construction, (b) substantial rehabilitation, or (c) substantial re- occupancy of "abandoned" property. 3. An Eligibility Application and supporting documents have been timely filed with the Office of the Assessor according to deadlines as set forth in the "What Must Be Filed" and "Time for Filing" sections of this Bulletin. 4. The municipality in which such real estate is located (or the County Board, if the real estate is located in an unincorporated area) must, by lawful resolution or ordinance, expressly state that it supports and consents to the filing of a Class 6b Application and that it finds Class 6b necessary for development to occur on the subject property. The following definitions, as set forth in the Cook County Real Property Assessment Classification Ordinance, pertain to the Class 6b incentive provision: Industrial purposes: "Any real estate used primarily in manufacturing ... or in the extraction or processing of raw materials unserviceable in their natural state to create new physical products or materials, or in the processing of materials for recycling, or in the transportation or storage of raw materials or finished or partially finished physical goods in the wholesale distribution of such materials or goods for sale or leasing." Manufacturing: "The material staging and production of goods used in procedures commonly regarded as manufacturing, processing, fabrication, or assembling which changes existing material into new shapes, new qualities, or new combinations and including research and development associated with the production of goods." Abandoned property: "Buildings and other structures that, after having been vacant and unused for at least 24 continuous months, are purchased for value by a purchaser in whom the seller has no direct financial interest." An exception to this definition shall be, “if the municipality or the Board of Commissioners, as the case may be, finds that special circumstances justify finding that the property is ‘abandoned’ for the purpose of Class 6b.” The finding of abandonment, along with the specification of the special circumstances, shall be included in the resolution or ordinance supporting and consenting to the incentive application. Not withstanding the foregoing, special circumstances may not be determined to justify finding that a property is deemed “abandoned” where: A. There has been a purchase for value and the buildings and other structures have not been vacant and unused prior to such purchase; or B. There has been no purchase for value and the buildings and other structures have been vacant and unused for less than 24 continuous months. If the ordinance or resolution containing a finding of “special circumstances” is that of a municipality, the approval of the County Board of Commissioners is required to validate such a finding that the property is deemed “abandoned” for purposes of the incentive, and a resolution to that effect shall be included with the eligibility application. 201 of 445 3 of 4 1/25/2011 What Must Be Filed An applicant seeking the reclassification of real estate to Class 6b is required to file a "Class 6b Eligibility Application" with the Office of the Assessor. At the time of filing the application, a filing fee of $500.00 must be paid. In addition, an applicant may submit, at the same time, a certified copy of an ordinance or resolution adopted by the municipality in which the real estate is located (or the County Board, if the real estate is located in an unincorporated area) expressly stating that it supports and consents to the filing of a Class 6b Application and that it finds Class 6b necessary for development to occur on the subject property. If the resolution is not filed at the time the Eligibility Application is submitted to the Assessor, the applicant must file, at that time, a letter from the municipality or the County Board confirming that a resolution or ordinance supporting the incentive has been requested. If the applicant is seeking to apply based on the reoccupation of abandoned property and will be seeking a finding of “special circumstances” from the municipality, in addition to obtaining a letter from the municipality confirming that a resolution or ordinance supporting the incentive has been requested, the applicant must also file a letter from the County Board confirming that a resolution validating a municipal finding of special circumstances has been requested. Should the municipality or the County Board, at a later date, deny the applicant’s request for a resolution or ordinance, whether or not construction or re-occupancy has begun, the applicant will be deemed ineligible for reclassification to Class 6b. Any information that is not known or any supporting documents that are not available at the time of the initial filing must be submitted as a supplement to the Application. After the construction or re-occupancy has taken place, an applicant must also file an "Incentives Appeal Form" requesting that the real estate be reclassified to Class 6b. At the time of filing the appeal, an appeal fee of $100.00 must be paid. If a resolution from the municipality where the property is located, or the Cook County Board of Commissioners if located in an unincorporated area, was not filed with the Eligibility Application, the applicant must file a certified copy of the resolution or ordinance supporting the incentive at this time. No final action on a request for reclassification to Class 6b will be taken until an Appeal and an Eligibility Application, along with the required documentation as described therein, are completed and filed with the Office of the Assessor. In addition, during the term of the incentive, the Class 6b recipient must file a triennial affidavit attesting to the use of the property and the number of workers employed at the Class 6b site. The Assessor will mail Class 6b recipients the affidavit forms at the time of their triennial reassessments. The affidavit must be signed, notarized and returned to the Assessor within three weeks. Failure to file the triennial affidavits within that time will result in the loss of the incentive. Time for Filing The Eligibility Application along with the appropriate resolution or letter confirming that a resolution has been requested must be filed with the Assessor prior to, but no earlier than one year before, commencement of new construction (excluding demolition, if any) or substantial rehabilitation. With respect to abandoned property, the eligibility application must be made to the Assessor prior to the commencement of the reoccupation of the vacant and unused property. 202 of 445 4 of 4 1/25/2011 Where reoccupation of "abandoned" property and subsequent substantial rehabilitation is planned, a single Eligibility Application and resolution, ordinance, or letter confirming that a resolution has been requested, may be filed for both situations, provided that the Application is filed prior to the commencement of reoccupation and such rehabilitation. To finalize the classification change, a "Real Estate Assessed Valuation Appeal" must be filed after the construction or re-occupancy has taken place. In instances where a certified copy of an ordinance or resolution expressly stating that the municipality or County Board supports and consents to filing of a Class 6b Application has not yet been filed, it must be filed at this time. For the purpose of certifying final assessments on a timely basis to the Board of Appeals, deadlines for filing Appeals are established on a township basis. Check with the Office of the Assessor to determine when the deadline occurs for a particular township. The 6b classification may be renewed during the last year in which a property is entitled to a 10% assessment level or when the incentive is still applied at the 15% or 20% assessment level, by filing a renewal application and a certified copy of a resolution or ordinance adopted by the municipality in which the real estate is located, or by the County Board, if located in an unincorporated area of Cook County, expressly stating that it supports and consents to the renewal of the Class 6b incentive and that it has determined that the industrial use of the property is necessary and beneficial to the local economy. The notice of intent to request renewal will be forwarded by the Assessor’s Office to the Cook County Board. The owners must notify the Assessor’s Office of their intent to request renewal at the time they request a resolution or ordinance agreeing to the renewal from the municipality or County Board. The number of renewal period requests is not limited. Questions regarding Class 6b may be directed to the Development Incentives Department of the Office of the Cook County Assessor, Room 301, 118 North Clark Street, Chicago, Illinois 60602, (312) 603-7529. 203 of 445 For City Council Meeting of August 5, 2019 Item A14 Resolution 83-R-19, Authorizing Payment of City Bills, Payroll and Credit Card For Action To: Honorable Mayor and Members of the City Council From: Michelle Masoncup, Corporation Counsel Subject: Resolution 83-R-19, Authorizing the City Manager to Pay Bills, Fund Payroll and Pay City Credit Card Invoices for the Period of July 23, 2019 through August 30, 2019 Date: August 5, 2019 Recommended Action: Staff recommends City Council adoption of Resolution 83-R-19, authorizing the City Manager to pay bills, fund payroll and pay City credit card invoices for the period of July 23, 2019 through August 30, 2019. Livability Benefit: Innovation & Process: Support local government best practices and processes Summary: The City Council will not hold its scheduled regular meeting of August 12, 2019 and the next time it will convene is September 9, 2019. The adoption of this resolution is necessary to continue City operations due to the August 5, 2019 Special City Council meeting. Attachment Resolution 83-R-19 Memorandum 204 of 445 7/24/2019 83-R-19 A RESOLUTION Authorizing the City Manager to Pay Bills, Fund Payroll, and Pay City Credit Card Invoices for the Period of July 23, 2019 – August 30, 2019 WHEREAS, the City Council meets at least twice a month in open session to review and approve all legislation, bills, payroll, and other items; and WHEREAS, the City Council will not hold its scheduled regular meeting of August 12, 2019 and the next time it will convene is September 9, 2019; and WHEREAS, the City Council finds that it is appropriate to authorize the City Manager to pay bills, fund payroll, and pay the credit card invoices for the period of July 23, 2019 – August 30, 2019 and report on September 9, 2019 for all transactions approved for the referenced period of time; WHEREAS, NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The City Manager is hereby authorized and directed to review and approve all bills, payroll, and credit card invoices without Council approval prior to his authorization to issue payment for the time period of July 23, 2019 – August 30, 2019. SECTION 2: The City Manager is hereby authorized and directed to take any additional actions to pay bills, fund payroll, as he may determine to be in the best interest of the City. 205 of 445 ~2~ SECTION 3: This Resolution 83-R-19 will be in full force and effect from and after the date of its passage and approval in the manner provided by law. _______________________________ Stephen H. Hagerty, Mayor Attest: ______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 206 of 445 For City Council Meeting of August 5, 2019 Item A15 Resolution 85-R-19, Easement Agreement with Northwestern University For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Public Works Agency Director Subject: Resolution 85-R-19, Northwestern University Easement Agreement for Sheridan Road Utility Crossing at Emerson Street Date: July 25, 2019 Recommended Action: Staff recommends City Council adoption of Resolution 85-R-19 authorizing the City Manager to execute an easement agreement with Northwestern University (NU) for a utility easement on Sheridan Road and in the alley north of Clark Street east of Chicago Avenue. The easement would allow NU to install a chilled water piping system. The easement would be granted for a 30-year period. Funding Source: No City funding is required for this easement. Northwestern University will fund the project and will be assessed a one-time easement fee of $121,951.21. Summary: The cost of the easement on City right-of-way is proposed to be established at $0.706 per square foot in 2019 and increase 2% per year throughout the term of the easement. This easement fee structure is similar to that established by the Metropolitan Water Reclamation District and assessed to Evanston. NU will be assessed the total easement fee for the 30-year period at the time the easement agreement is executed. Attachments Resolution 85-R-19 Easement Agreement (Exhibit 1) Plat of Easement with Legal Description (Exhibit A) Calculation of Easement Fee Memorandum 207 of 445 7/25/2019 85-R-19 A RESOLUTION Authorizing the City Manager to Grant an Easement for Chilled Water Pipe Installation in the Alley East of Chicago Avenue and South of Sheridan Road NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: The City Manager is hereby authorized and directed to sign an Easement Agreement (the “Agreement”) by and between the City and Northwestern University for the City to grant an easement for the installation of chilled water pipes below ground on Sheridan Road and the alley east of Chicago Avenue and south of Sheridan Road. The Agreement is attached hereto as Exhibit 1 and incorporated herein by reference. SECTION 2: The City Manager is hereby authorized and directed to negotiate any additional conditions of said Agreement that he deems to be in the best interests of the City. SECTION 3: Resolution 85-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. ________________________________ Stephen H. Hagerty, Mayor Attest: Approved as to form: ___________________________ ___________________________ _____ Devon Reid, City Clerk Michelle L. Masoncup, Corporation Counsel Adopted: __________________, 2019 208 of 445 85-R-19 - 2 - EXHIBIT 1 EASEMENT AGREEMENT 209 of 445 1 Prepared by and return to: City of Evanston Attn: Law Department 2100 Ridge Avenue, Room 4400 Evanston, IL 60201 [Recording area] EASEMENT AGREEMENT THIS EASEMENT AGREEMENT (“Easement Agreement”) is by and between CITY OF EVANSTON (the “Grantor”) and NORTHWESTERN UNIVERSITY (the “Grantee”) (each referred to herein as “Party” or, collectively, as “the Parties”). R E C I T A L S WHEREAS, Grantor is the owner of certain alley right-of-way property east of Chicago Avenue and South of Sheridan Road, Evanston Illinois (the “Property”); and WHEREAS, Northwestern University seeks to install a chilled water line below the surface to service University buildings and provide water service (the “Proposed Improvements”; and WHEREAS, Grantee will construct certain improvements below the surface of City Property, and requests to install a chilled water lines under the right-of-way owned by the City of Evanston as fully depicted in the plat of easement (collectively, the “Easement Area”): and WHEREAS, the Easement Area Improvements are depicted on the plat of easement attached to this Agreement as Exhibit 1 (the “Plans”); and WHEREAS, The Parties seek to formalize the Grantee’s use of the Easement Area by entering into this Easement Agreement for a permanent easement for the purpose of installing the chilled water lines in accordance with the plans submitted and to be approved by the City, and maintaining the improvements, all at no cost to the Grantor, NOW, THEREFORE, in consideration of the foregoing Recitals, which are hereby incorporated in and made a part of this Easement Agreement as if fully set forth below, the mutual agreement of the parties hereto and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereby agree as follows: 210 of 445 2 1. Proposed Improvements and Construction. a. Construction in Accordance with Plans. The construction and installation of the Proposed Improvements shall be in accordance with the Plans prepared at the Grantee’s sole expense and supplied to the Grantor by the Grantee. No work shall commence until final Plans and specifications are provided to the Grantor for review and approval prior to construction. The Grantee will construct the Proposed Improvements in a good and workmanlike manner at its sole cost, risk, and expense. b. Right-of-Way Permit. The Grantee must complete construction of the Project within the time period provided in the Right-of-Way permit and obtain this permit separate and apart from this easement to be issued by the Grantor. The Grantee agrees to protect all existing utility lines that lie below the Easement Area. Grantee agrees to restore the Grantor’s property within the easement area to the original condition prior to construction, at no cost or expense to Grantor. 2. Easement. The Grantor hereby grants to the Grantee, with at least 3 business days written notice via email to the Director of Public Works, its employees and contractors, a permanent easement to enter, re-enter, occupy and use the portion of the Easement Area depicted on the Plat of Easement (the “Easement Area”) to survey, construct, use, operate, inspect, maintain, repair, replace, and operate the Proposed Improvements in accordance with the final Plans, including all underground and surface appurtenances thereto for the chilled water installation lines (the “Permitted Activities”). As part of the Permitted Activities, the Grantee agrees to perform all necessary maintenance and repair of the Proposed Improvements within the Easement Area. Nothing contained in this Easement Agreement shall be construed to give to the Grantee any right in and to the title to the Easement Area, but must only be construed to give it the right to construct, maintain, and use the Proposed Improvements within the Easement Area upon the terms and provisions herein set forth. Nothing in this Easement Agreement contained can be construed to prevent the Grantor from making use of the Easement Area in a manner that does not interfere with the Grantee’s performance of the Permitted Activities. However, if the Grantor’s use of the Easement Area damages or disturbs any portion of the Proposed Improvements, the Grantor shall, at no cost to the Grantee, restore the Proposed Improvements to the condition they were in before they were damaged or disturbed by the Grantor. Grantor has the ability to access the Easement Area for inspection, repairs, replacement for any Grantor municipal purposes with notice to Grantee, in cases of emergencies, notice will be provided at a reasonable time and after Grantor has accessed the Easement Area to perform any and all necessary work. 3. Covenant. This grant shall constitute a covenant, which runs with the land, and shall be binding upon the legal representatives, successors and assigns of the Grantee and the Grantor, as the owner of the Property and the Development, the benefitted property of the easement. Grantee shall notify Grantor within 60 days after of 211 of 445 3 any conveyance of the Property and the Development to a third party not owned or controlled by, or that does not own and control, Grantor. 4. Easement Fee. In consideration of the payment of the easement fee in the amount of $120,951.21 (One Hundred Twenty-One Thousand Nine Hundred Fifty-One and 21/100 Dollars) and other good and valuable consideration (“Easement Fee”), the receipt of which hereby is acknowledged, for the purpose of the installation of a chilled water service pipes and appurtenances in, over, upon, through, along, across and under the following described real estate in the Plat of Easement. The Grantee shall be solely responsible for any cost and expenditure associated in anyway with the Grantee’s performance of the Permitted Activities. 5. Easement Term. The term of the permanent easement granted by Section 2 of this Easement Agreement shall be for a term of fifty (50) years unless this Easement Agreement is terminated as a result of a Default in accordance with Section 10 of this Agreement. 6. Environmental. The Parties shall comply with all Environmental Laws (hereinafter defined) and shall not cause or permit any Hazardous Substances (hereinafter defined) to be brought, kept or stored on the Property, and shall not engage in or permit any other person or entity to engage in any activity, operation or business in the Easement Area that involves the generation, manufacture, refining, transportation, treatment, storage, handling or disposal of Hazardous Substances. “Hazardous Substances” means all hazardous or toxic materials, substances, pollutants, contaminants, or wastes currently identified as a hazardous substance or waste in the Comprehensive Environmental Response, Compensation and Liability Act of 1980 (“CERCLA”), as amended, the Superfund Amendments and Reauthorization Act (“SARA”), the Resource Conservation and Recovery Act (“RCRA”), or any other Environmental Laws applicable to the Property. As used in this Easement Agreement, “Environmental Laws” means all federal, state and local environmental laws, rules, statutes, directives, binding written interpretations, binding written policies, ordinances and regulations issued by any governmental authority and in effect on or after the date of this Easement Agreement with respect to or that otherwise pertain to or affect the Property, or any portion of the Property, the use, ownership, occupancy or operation of the Property, or any portion of the Property, or any owner of the Property, and as same have been amended, modified, or supplemented from time to time, including but not limited to CERCLA, the Hazardous Substances Transportation Act (49 U.S.C. § 1802 et seq.), RCRA, the Water Pollution Control Act (33 U.S.C. § 1251 et seq.), the Safe Drinking Water Act (42 U.S.C. § 300f et seq.), the Clean Air Act (42 U.S.C. § 7401 et seq.), the Solid Waste Disposal Act (42 U.S.C. § 6901 et seq.), the Toxic Substances Control Act (15 U.S.C. § 2601 et seq.), the Emergency Planning and Community Right-to-Know Act of 1986 (42 U.S.C. § 11001 et seq.), the Radon and Indoor Air Quality Research Act (42 U.S.C. § 7401 note, et seq.), SARA, comparable state and local laws, and any and all rules and regulations that are effective as of the date of this 212 of 445 4 Easement Agreement, or become effective after the date of this Easement Agreement, under any and all of the aforementioned laws. 7. Covenants and Conditions. The Grantee covenants, warrants and agrees that with respect to the activities contemplated under this Easement Agreement that: (i) no waste or damage shall be committed upon or to the Easement Area; (ii) the Easement Area shall be used for only the purposes set forth herein; (iii) the Easement Area shall not be used for any unlawful purpose and no violations of Laws (hereinafter defined) or duly constituted authority shall be committed thereon; and (iv) the Grantee shall not do or permit to be done anything under the Easement Area that may subject the Grantor to any liability for injury or damage to person or property, or result in a violation of any Laws. 8. Indemnification. a. The Grantee shall defend, indemnify and hold harmless the Grantor and its officers, elected and appointed officials, agents, and employees from any and all liability, losses, or damages (“Losses”) as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including without limitation costs and fees, including judgments or settlements, to the extent resulting from or arising out of any negligent or willful act or omission on the part of the Grantee or the Grantee’s subcontractors, employees, agents or subcontractors during the performance of the construction of the Proposed Improvements or any future maintenance and repair work within the Easement Area. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. This provision shall survive completion, expiration, or termination of this Easement Agreement. b. The Grantor shall defend, indemnify and hold harmless the Grantee from any and all Losses as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including without limitation costs and fees, judgments or settlements, to the extent resulting from or arising out of any negligent or willful act or omission on the part of the Grantor or the Grantor’s subcontractors, employees, agents or subcontractors during the performance of any work or activities within the Easement Area. This provision shall survive completion, expiration, or termination of this Easement Agreement. c. The Parties agree to cooperate in the event any litigation is brought against one or both of the Parties by any third party seeking to enjoin, restrain, or stop the work contemplated by this Agreement. Nothing contained herein shall be construed as prohibiting the Grantee, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. Nothing herein shall be construed as a limitation or waiver of defenses available to the Grantor and its employees and agents, including without limitation the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq. 9. Insurance. The Grantee shall carry and maintain at its own cost all necessary liability insurance (which shall include as a minimum the requirements set forth below) 213 of 445 5 during the period of construction and during times of major repair of the Proposed Improvements, for damages caused or contributed to by the Grantee or its employees or contractors, and insuring the Grantee against claims which may arise out of or result from the Grantee’s performance or failure to perform the Permitted Activities hereunder: comprehensive general liability coverage, and designating the Grantor as additional insured for not less than $2,000,000 combined single limit for bodily injury, death and property damage, per occurrence. If requested, the Grantee will provide certificates of the policies of insurance evidencing the coverage and amounts set forth in this Section. The Grantee understands that the acceptance of certificates, policies and any other documents by the Grantor in no way releases the Grantee and its subcontractors from the requirements set forth herein. 10. Default. It shall be considered a “Default” under this Easement Agreement if either Party fails to substantially comply with any provision of this Easement Agreement and does not cure such failure within 60 days after written notice, except where the default cannot reasonably be cured in 60 days, in which case if the noncompliant Party has begun and continues efforts to remedy the default as soon as practicable, then such additional time shall be given to remedy the default. In the event of a Default, then either Party may terminate this Easement Agreement by written notice to other Party. Such termination right shall be in addition to all rights and remedies available to either party at law or in equity, including, without limitation, specific performance. 11. Third Party Beneficiaries; No Effect on Other Rights of the Parties. This Easement Agreement is not intended to and in no way confers any rights upon third parties. 12. Attorneys’ Fees, Jurisdiction for Disputes, and Governing Law This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Illinois, excluding its choice of law rules. In the event of a dispute hereunder, the parties agree to submit to the exclusive jurisdiction of the state courts of, and federal courts sitting in, Cook County, Illinois. 13. Notices. Any notice, demand, request or other communication which any party may desire or may be required to give to any other party hereunder shall be given in writing at the addresses set forth below by any of the following means: (a) personal service; (b) electronic communication, by facsimile together with confirmation of transmission; (c) overnight courier; or (d) registered or certified United States mail, postage prepaid, return receipt requested. If to Northwestern: Northwestern University 633 Clark Street Evanston, Illinois 60208 Attn: Senior Vice President for Business and Finance with copy to: 214 of 445 6 Northwestern University Office of General Counsel 633 Clark Street Evanston, Illinois 60208 Attn: General Counsel If to the City: City of Evanston Attn: City Manager 2100 Ridge Avenue Evanston, Illinois 60201 With a copy to: City of Evanston Attn: Corporation Counsel 2100 Ridge Avenue Evanston, IL 60201 14. Entire Agreement. This Easement Agreement shall constitute the entire contract between the parties and shall supersede any and all prior agreements between the parties hereto with respect to the granting use of the Easement Area to the Grantee. No modification, waiver or amendment of this Easement Agreement or any provision hereof shall be valid unless the same is in writing, and signed by both parties hereto. 15. Counterparts. This Easement Agreement may be executed in any one or more counterparts, each of which shall be deemed an original and all of which when taken together shall constitute one Easement Agreement. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] 215 of 445 7 IN WITNESS WHEREOF, the parties hereto have executed this Easement Agreement as of the date executed by the Grantor. NORTHWESTERN UNIVERSITY CITY OF EVANSTON By: By: Name: Name: Title: ______________________ Title: Date: ______________________ Date: __________________________ 216 of 445 8 EXHIBIT A PLAT OF EASEMENT 217 of 445 625 Forest Edge Drive Vernon Hills, IL. 60061 TEL 847.478.9700 FAX 847.478.9701 218 of 445 Year Rate/SF SF Cost Cumulative Cost 1 2019 0.706 4223 $2,981.44 $2,981.44 2 2020 0.720 4223 $3,041.07 $6,022.50 3 2021 0.735 4223 $3,101.89 $9,124.39 4 2022 0.749 4223 $3,163.93 $12,288.32 5 2023 0.764 4223 $3,227.20 $15,515.52 6 2024 0.779 4223 $3,291.75 $18,807.27 7 2025 0.795 4223 $3,357.58 $22,164.85 8 2026 0.811 4223 $3,424.74 $25,589.59 9 2027 0.827 4223 $3,493.23 $29,082.82 10 2028 0.844 4223 $3,563.09 $32,645.91 11 2029 0.861 4223 $3,634.36 $36,280.27 12 2030 0.878 4223 $3,707.04 $39,987.31 13 2031 0.895 4223 $3,781.18 $43,768.50 14 2032 0.913 4223 $3,856.81 $47,625.31 15 2033 0.932 4223 $3,933.94 $51,559.25 16 2034 0.950 4223 $4,012.62 $55,571.87 17 2035 0.969 4223 $4,092.88 $59,664.75 18 2036 0.989 4223 $4,174.73 $63,839.48 19 2037 1.008 4223 $4,258.23 $68,097.71 20 2038 1.029 4223 $4,343.39 $72,441.10 21 2039 1.049 4223 $4,430.26 $76,871.36 22 2040 1.070 4223 $4,518.87 $81,390.23 23 2041 1.091 4223 $4,609.24 $85,999.47 24 2042 1.113 4223 $4,701.43 $90,700.90 25 2043 1.136 4223 $4,795.46 $95,496.35 26 2044 1.158 4223 $4,891.37 $100,387.72 27 2045 1.181 4223 $4,989.19 $105,376.91 28 2046 1.205 4223 $5,088.98 $110,465.89 29 2047 1.229 4223 $5,190.76 $115,656.64 30 2048 1.254 4223 $5,294.57 $120,951.21 Total Cost: $120,951.21 Easement Fee Calulation For Resolution 85-R-19 Chilled Water Piping on Sheridan and Alley North of Clark, East of Chicago 219 of 445 For City Council Meeting of August 5, 2019 Item A16 Resolution 84-R-19, Amending Council Rules to Address the Number of Votes Necessary to Pass an Ordinance For Action To: Honorable Mayor and Members of the City Council From: Wally Bobkiewicz, City Manager Michelle L. Masoncup, Corporation Counsel Subject: Resolution 84-R-19, Amending City Council Rules to Address the Number of Votes Necessary to Pass an Ordinance Date: July 23, 2019 Recommended Action: City staff recommends City Council adoption of Resolution 84-R-19, amending City Council Rule 20, “Ordinances,” to state that an ordinance is approved if passed by a majority of alderman present. Livability Benefits: Equity & Empowerment: Provide for meaningful community engagement; Ensure equitable access to community assets Summary: During the City Council meeting on July 22, 2019, the City Council discussed Rule 20.2 in relation to voting on Ordinance 67-O-19 “Amending City Code Section 10-11-18, Schedule XVIII (F) to add Lincoln Street Parking Pilot Program.” At the referenced meeting, there were 7 of 9 aldermen present. Rule 20.2 addresses the number of votes needed to pass an ordinance (excluding extraordinary votes), which currently provides the following language: 20.2 An ordinance, to pass, requires a majority vote (five (5)) of the nine (9) Aldermen , unless otherwise specified, i.e., unless an extraordinary vote is required. (See Council Rule 26.) If the Mayor’s vote to break a tie constitutes the fifth vote, the item passes. On its face, this Rule does not allow the Council to approve an ordinance by a simple majority vote if it does not receive 5 votes. Staff believes that the Rule should provide flexibility and allow the Council to approve ordinances with a simple majority vote versus a minimum of 5 votes regardless of the number present for the discussion. Attachments: Resolution 84-R-19 Memorandum 220 of 445 7/23/2019 84-R-19 A RESOLUTION Amending City Council Rule 20.2, “Ordinances,” to Address the Number of Votes Necessary to Pass an Ordinance WHEREAS, the City Council amends the City Council Rules and Organization of the City Council of the City of Evanston (“City Council Rules”) from time to time; and WHEREAS, during the July 22, 2019 Council meeting, Rule 20.2 was addressed by the City Council as requiring 5 votes necessary to pass an ordinance and does not account for situations in which less alderman are present at the meeting; and WHEREAS, the City Council finds it is best to revise the City Council Rules to provide a clear method for voting on an ordinance with less than 9 members present, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1. Rule 20.2 “Ordinances” of the City Council Rules is hereby amended to read as follows: 20.2 An ordinance, to pass, requires a majority vote (five (5)) of the nine (9) of the Aldermen present, unless otherwise specified, i.e., unless an extraordinary vote is required. (See Council Rule 25 26.) If the Mayor’s vote to break a tie constitutes the fifth vote, the item passes. If a tie is present, then Rule 14.4.1 is applied and the Mayor will vote to break the tie. SECTION 2. That this Resolution 84-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. 221 of 445 84-R-19 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 222 of 445 For the City Council Meeting of May 10, 2010 Item # For City Council Meeting of August 5, 2019 Item A17 Ordinance 78-O-19, Amending Parking Rates for Home Football Games For Introduction To: Honorable Mayor and Members of the City Council From: Erika Storlie, Director of Administrative Services/Assistant City Manager Michael Rivera, Interim Parking Manager Subject: Ordinance 78-O-19, Amending Portions of the City Code to Set Rates for Home Football Game Day Parking Date: July 22, 2019 Recommended Action: The Transportation & Parking Committee and staff recommend City Council adoption of Ordinance 78-O-19, amending portions of the City Code to set rates for football game day parking in the U2 University Athletic Facilities District. The amendment will waive parking fees in Lot 54 on dates of Northwestern University football games for Evanston registered vehicles that have a paid Wheel Tax. Vehicles not registered in Evanston will be considered Non-Evanston resident and will be charged $20 - $40 per parking space on a first come first served basis, based on demand for the game. Specific rates for each game will be determined ahead of time and posted on the City’s website and in the parking lot. Livability Benefit: Innovation & Process: Best Practices and Processes Summary: For 2019 staff is proposing a new option of eliminating the parking fees for Evanston registered vehicles with a paid wheel tax and charging those customers without a paid wheel tax a daily rate of up to $40 for parking in Lot 54 adjacent to the Central Street Metra Station. The advantage to this option is that the City will not need to pay a vendor to actively manage the lot. Instead, City Parking Enforcement Officers (PEOs) enforce a paid wheel tax or payment by Park Evanston App/Pay Stations. The amount of staff time will be cut dramatically and the revenue will increase despite offering free parking to Evanston residents with a paid Wheel Tax. In addition, the City will be able to handle the parking lot management without contracting with SP Plus for additional costs. Existing contracted vendors for Park Evanston App or Pay Station equipment will continue to provide programming for event dates. This waived fee will be beneficial for Evanston residents attending the event with a registered vehicle. Memorandum 223 of 445 Rates, as determined by the City Manager, will be posted in the parking lot and on the City website for the 2019 Northwestern football season are: Date Team Rate Saturday, September 14, 2019 UNLV Rebels $20 Saturday, September 21, 2019 Michigan State Spartans $40 Friday, October 8, 2019 Ohio State Buckeyes $40 Saturday, September 26, 2019 Iowa Hawkeyes $40 Saturday, November 9, 2019 Purdue Boilermakers $20 Saturday, November 16, 2019 UMass Minutemen $20 Saturday, November 23, 2019 Minnesota Golden Gophers $40 Vehicles parked in the lot prior to the commencement of special pricing will not be cited as long as they legally paid for their space as per the standard regulations of the lot. This new option will provide an increase in revenue to the City while also creating a benefit for residents with minimal staff time to implement. Background: There are a total of 217 spaces in Lot 54, which runs along Poplar Avenue adjacent to the Central Street Metra tracks. In 2017, the City charged $0.25 cents an hour per space, with a 12 hour maximum. The 2017 revenue for Lot 54 was $2,514 for the 7 total Northwestern home football games. This figure does not include costs for PEOs or Police Department staff. In the summer of 2018, the City Council approved a pilot program to enter into an agreement with SP Plus to manage the lot during football games and charge all parkers the rate of $40 per space. SP Plus invoiced the City $1,400 per game for up to 25 hours of active management and $30 for each additional hour they spent managing the lot. SP Plus managed 6 game days in 2018, totaling approximately $8,400 charged to the City. For the 7 Northwestern home football games, the City received $12,184.08 in revenue from Lot 54 ($40 per space). SP Plus invoiced the City a total of $8,400 for their time blocking the streets and managing spaces. The net revenue received by the City in 2018 was $3,784.08. Legislative History: Approved by the Transportation & Parking Committee on July 24, 2019, with request to amend for rates from $20 - $40 depending on demand for the game. Attachments Ordinance 78-O-19 224 of 445 7/19/2019 7/30/2019 78-O-19 AN ORDINANCE Amending Portions of the City Code to Set Rates for Home Football Game Day Parking in the U2 University Athletic Facilities District NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: Subsection 10-1-3 “Definitions” within Chapter 1 “General Traffic Provisions” of the Evanston City Code of 2012, as amended (the “City Code”), is hereby further amended to read as follows: 10-1-3. - DEFINITIONS. The following words and phrases when used in this Title shall, for the purposes of this Title, have the meanings respectively ascribed to them in this Section, except when the context otherwise requires; in the event that no definition is provided herein for a word or phrase used in this Title, the meaning shall be determined by reference to the Illinois Motor Vehicle Code, 625 ILCS 5/ et seq., as amended. Football Parking For purposes of this Title, football parking is for all home Northwestern University football games which are open to the public in the U2 University Athletic Facilities District SECTION 2: City Code Section 10-11-10 Schedule X(O), of the Evanston City Code of 2012, as amended, is hereby further amended to read as follows: SCHEDULE X(O): (O) Saturday Special Event Football Parking is set Pilot Program at a daily rate determined by the City Manager and will not exceed of forty dollars ($40.00) from four (4) hours before the start of the event to two (2) hours after the event starts for parking beginning up to four (4) hours prior to the football game and ending four (4) hours after the conclusion in the following area: 225 of 445 Exceptions: A vehicle belonging to a residential address and registered with the City will be able to park for free during times of the home football game within the Pilot Program area. Lot 54 West side of Popular Avenue from the dead end south of Colfax Street to the south of Livingston Street, commonly known as City Lot 54. SECTION 3: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. SECTION 4: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 5: This Ordinance 78-O-19 shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. SECTION 6: If any provision of this Ordinance 78-O-19 or application thereof to any person or circumstance is held unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this Ordinance 78-O-19 that can be given effect without the invalid application or provision, and each invalid application of this Ordinance 78-O-19 is severable. Introduced: _________________, 2019 Adopted: ___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor 226 of 445 Attest: _______________________________ Devon Reid, City Clerk Approved as to form: ______________________________ Michelle L. Masoncup, Corporation Counsel 227 of 445 For City Council Meeting of August 5, 2019 Item A18 Ordinance 86-O-19, Amend City Code to Allow Parking on Portion of Pitner Avenue For Introduction To: Honorable Mayor and Members of the City Council From: Erika Storlie, Assistant City Manager/Administrative Services Director Michael Rivera, Interim Parking Division Manager Subject: Ordinance 86-O-19, Amending Sections of the City Code to Allow Parking on Portions of Pitner Avenue Date: July 31, 2019 Recommended Action: Alderman Fleming requests City Council adoption of Ordinance 86-O-19, amending sections of the City Code to allow parking on a portion of Pitner Avenue. The Ordinance will allow for two hour parking on the east side of Pitner Avenue from Cleveland Street south to the alley from 6:00 a.m. to 9:00 p.m. Livability Benefit: Innovation & Process: Support Local Government Best Practices and Processes Summary: Currently, on the 600 and 700 block of Pitner Avenue there is no parking allowed at any time. There is a small section of Pitner Avenue south of Cleveland Street to a dead end where several businesses operate, including Estrada Fences, Hugo’s Automotive, Howard Tire Shop, and United Automotive. Parking is not allowed on this small section of Pitner Avenue, but these businesses are requesting that parking be allowed during the daytime hours to accommodate employees and overflow vehicles from their properties. Ordinance 86-O-19 will allow parking on the east side of Pitner Avenue, south of Cleveland, for a maximum of 2 hours from 6am to 9pm every day. There will be no parking allowed overnight from 9pm to 6am. Background: Ordinance 52-O-19 was passed by City Council on May 13, 2019, which made all of Pitner Avenue a No Parking Zone from the dead end to Washington. Since then, the businesses on Pitner Avenue south of Cleveland have requested that some on-street parking be allowed during daytime business hours. Attachments Ordinance 86-O-19 Memorandum 228 of 445 7/31/2019 86-O-19 AN ORDINANCE Amending Sections of the City Code to Allow Parking on Portions of Pitner Avenue NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: City Code Section 10-11-8 Schedule VIII(A) of the Evanston City Code of 2012, as amended, is hereby further amended to read as follows: SCHEDULE VIII (A): PARKING PROHIBITED AT ALL TIMES Pitner Avenue Both Sides, Washington Street south to the Dead End to Cleveland Street. Pitner Avenue West side from Cleveland south to dead end. SECTION 2: City Code Section 10-11-9 Schedule IX, of the Evanston City Code of 2012, as amended, is hereby further amended to read as follows: SCHEDULE IX: PROHIBITED AT CERTAIN TIMES (U) 2:00 a.m. to 6:00 a.m. daily, no exceptions: Pitner Avenue Both Sides Cleveland Street to dead end (FF) 9:00 p.m. to 6:00 a.m. daily, no exceptions: Pitner Avenue East Side Cleveland Street to dead end 229 of 445 SECTION 3: City Code Section 10-11-10 Schedule X, of the Evanston City Code of 2012, as amended, is hereby further amended to read as follows: SCHEDULE X(P): (P) No person shall park a motor vehicle for a period of time longer than two (2) hours between the hours of 6:00 a.m. and 9:00 p.m.. Pitner Avenue East side of Pitner from Cleveland Street to the alley south. SECTION 4: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. SECTION 5: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 6: This Ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. SECTION 7: If any provision of this Ordinance or application thereof to any person or circumstance is held unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this Ordinance that can be given effect without the invalid application or provision, and each invalid application of this Ordinance is severable. 230 of 445 Introduced: _________________, 2019 Adopted: ___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Approved as to form: ______________________________ Michelle L. Masoncup, Corporation Counsel 231 of 445 For City Council Meeting of August 5, 2019 Item A19 Ordinance 79-O-19, Forming a Citizen Police Review Commission For Introduction To: Members of the Human Services Committee From: Kimberly Richardson, Deputy City Manager Subject: Ordinance 79-O-19, Forming a Citizen Police Review Commission Date: August 5, 2019 Recommended Action: Staff recommends City Council adoption of Ordinance 79-O-19, creating Title 2, Chapter 15 of the Evanston City Code forming a “Citizen Police Review Commission.” Livability Benefit: Innovation & Process: Support local government best practices and processes Summary: Ordinance 79-O-19 amends Title 2 by adding Chapter 15, “Citizen Police Review Commission.” The ordinance takes suggestions from the Human Services Subcommittee, Citizen Police Complaint Assessment Committee, to codify the Citizen Police Review Commission rules and procedures. Legislative History: At the December 2018 City Council meeting, the Citizen Police Complaint Assessment Committee presented their final report to the City Council. City Council received the report and placed it on file. Ordinance 79-O-19 is in response to this report. Alternatives: N/A Attachment Ordinance 79-O-19 Memorandum 232 of 445 7/18/2019 7/23/2019 79-O-19 AN ORDINANCE Creating Title 2, Chapter 15 of the Evanston City Code Forming a “Citizen Police Review Commission” NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: Legislative Statement. This Ordinance creates a City of Evanston Citizens Police Review Commission whose primary function is to address issues of complaints filed by citizens against an Evanston Police Officer. Equity and inclusion are core values of the Evanston community. The City Council determines that it is in the best interest of the City to create a Citizen Police Review Commission to increase transparency and build a trusting relationship between the community and the Evanston Police Department. Article VII, Section (6)a of the Illinois Constitution of 1970, which states that the “powers and functions of home rule units shall be construed liberally,” was written “with the intention that home rule units be given the broadest powers possible” (Scadron v. City of Des Plaines, 153 Ill.2d 164). Pursuant to 65 ILCS 5/1-2-1, the City may make all rules and regulations to carry into effect the powers granted to the City, such broad and general grant of authority complementing the City’s home rule powers. At meetings held in compliance with the provisions of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), the City Council considered this Ordinance, heard public comment, and made findings. It is well-settled law in Illinois that the legislative judgment of the City Council 233 of 445 79-O-19 ~2~ must be considered presumptively valid (see Glenview State Bank v. Village of Deerfield, 213 Ill.App.3d 747(1991)) and is not subject to courtroom fact-finding (see National Paint & Coating Ass’n v. City of Chicago, 45 F.3d 1124 (1995)). The City Council finds that creating an entity that proactively addresses issues of citizen complaints against police officers in the City of Evanston is a priority. The City Council desires to amend the City Code to create a Citizen Police Review Commission. SECTION 2: Title 2, Chapter 15 of the Evanston City Code of 2012, as amended (“City Code”), is hereby created and shall read as follows: CHAPTER 15 – CITIZENS POLICE REVIEW COMMISSION 2-15-1: PURPOSE. The Citizen Police Review Commission is established as a subcommittee for the City’s Human Services Committee, for the following purposes: (A) To promote public confidence in the professionalism and accountability of the City of Evanston’s Police Department through unbiased review of the investigation of citizen complaints, thoughtful policy recommendations and on- going public outreach; (B) To add a citizen perspective to the evaluation of citizen complaints; (C) To provide a timely, fair and objective review of citizen complaints and the manner which they are investigated; and (D) To provide a systematic means to achieve continuous improvement in citizen and police interactions. 2-12-2: MEMBERSHIP; QUALIFICATIONS FOR MEMBERSHIP. The Commission consists of nine (9) members who serve without compensation and are residents of the City of Evanston. The members must include the following: (A) All members must possess a reputation of fairness, integrity and a sense of public service. (B) No current elected official or City employee may serve on the Commission. (C) The appointments shall reflect community diversity, including all nine (9) wards, income levels, ethnicity, age, gender and experience. 234 of 445 79-O-19 ~3~ (D) Members must be willing to play an active role in the community by publicizing the citizen complaint process and whenever possible, providing appropriate outreach to the community. (E) Members must commit to attending meetings regularly and participating in other initiatives of the Commission. 2-12-3: TRAINING AND ORIENTATION. (A) The City Manager’s Office, in coordination with the Chief of Police, shall develop written standards for orientation, training and continuing education for the Commission members. (B) All appointees must complete the initial training and orientation before the first formally convened meeting. (C) Training may include police ride-along and firearms simulator training. (D) All members must sign a confidentiality and non-disclosure form. 2-12-4: TERM. (A) Commission members are appointed to three (3) year terms by the Mayor with the advice and consent of the City Council after the initial appointments for staggered terms. No member may serve more than two (2) terms. (B) The terms of the initial appointees shall be staggered as follows: 1. Two (2) persons shall serve a one-year term. 2. Three (3) persons shall serve a two-year term. 3. Four (4) persons shall serve a three year term. 2-12-5: POWERS AND DUTIES. (A) The purpose of the Commission’s review shall be to determine if the completed internal investigation, prior to any final decision on discipline made by the Chief of Police, is complete, thorough, objective and fair based on: 1. The thoroughness with which each allegation has been investigated. 2. The extent to which witnesses and/or persons known to have information, knowledge or evidence pertaining to the allegation(s) were contacted or interviewed. 3. The manner and tone in which interviews were conducted with the complainant, witnesses, involved officer/employees and other person s having knowledge relating to the allegations. 4. The process of seeking, collecting and maintaining evidence pertaining to the investigation. (B) The Commission may review all recordings and the final report prepared by the Office of Professional Standards relating to the investigation provided as follows: 1. The identity of the Officer and the Complainant shall remain anonymous. 2. These documents are available only to the Commission and are not to be made public. 235 of 445 79-O-19 ~4~ 3. Access to certain information may be restricted in conformance with applicable laws. (C) The Commission shall provide a written report summarizing its findings upon completion of its review of a completed investigation to the Chief of Police. (D) A representative of the Police Department command staff assigned by the Police Chief to the Office of Professional Standards shall be present during the review to answer questions, provide explanations or provide other assistance if needed. (E) Pursuant to the Collective Bargaining Agreement, only the Police Chief and the City Manager are empowered to impose discipline. 2-12-6: RULES; SELECTION OF A CHAIRPERSON. (A) The Commission must annually elect a Chairperson from among its members. (B) The Commission must adopt rules and regulations necessary to exercise its responsibilities. (C) Meetings shall be held in conformance with the Open Meetings Act. (D) Meetings shall be held every second Wednesday of the month. (E) The entire review of a single complaint shall be concluded in a single meeting. (F) The Police Chief or the City Attorney may request a suspension of the review if there is a separate criminal investigation underway or if civil action against the City is threatened, underway or pending. 2-12-7: MEMBER RESPONSIBILITY. (A) Members shall conduct themselves in a manner that maintains public confidence in the integrity of the Commission. (B) Members shall refrain from pre-judging or making any comments outside of the committee meetings regarding any pending complaint or investigation (C) No member shall have any discussions outside of the formally convened meeting with any person, including other Commission members, regarding any investigation under review. (D) A member shall recuse him or herself from deliberations in which he or she has a personal, professional or conflict of interest of any nature. (E) A violation of any of these provisions may be grounds for immediate removal from the Commission by the mayor. SECTION 3: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 4: The City of Evanston Citizen Police Advisory Committee is hereby dissolved effective October 1, 2019. 236 of 445 79-O-19 ~5~ SECTION 5: This ordinance must be in full force and effect after its passage, approval, and publication in a manner provided by law. SECTION 6: If any provision of this ordinance or application thereof to any person or circumstance is held unconstitutional or otherwise invalid, such invalidity must not affect other provisions or applications of this ordinance that can be given effect without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. Introduced:_________________, 2019 Adopted:___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 237 of 445 For City Council Meeting of August 5, 2019 Item A20 Ordinance 80-O-19, Authorizing the Sale of Surplus Property Fleet Vehicles For Introduction and Action To: Honorable Mayor and Members of the City Council From: Erika Storlie, Director of Administrative Services / Assistant City Manager Sean Ciolek, Division Manager of Facilities and Fleet Ken Palmer, Facilities & Fleet Supervisor Lukasz Tatara, Facilities & Fleet Supervisor Subject: Ordinance 80-O-19, Sale of Surplus Property Fleet Vehicles Date: July 22, 2019 Recommended Action: Staff recommends City Council adoption of Ordinance 80-O-19, directing the City Manager to offer the sale of vehicles owned by the City through public auction at the Northwest Municipal Vehicle Auction being sponsored by America’s Auto Auctions on Tuesday, August 13, 2019 or any other subsequent America’s Online Auction. The City has determined these vehicles are no longer necessary, practical, or economical, nor in the best interest of the City, to retain ownership. These vehicles are deemed surplus as they were replaced by new vehicles being put into service or are vehicles that were taken out of service for safety reasons with the intention of eventual replacement. The City Manager requests suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. Livability Benefit: Innovation & Process: Support Local Government Best Practices Summary: The Fleet Services Division typically participates in two to three vehicle and equipment auctions per year in the Northern Illinois area. The auctions are provided on behalf of America’s Auto Auction (14001 S. Karlov Avenue, Crestwood, IL 60554). America’s Auto Auction is the Northwest Municipal Conference Suburban Purchasing Cooperative’s “bid winner” for auction services for member municipalities. This request authorizes the Facilities and Fleet Services Division of the Administrative Services Department to sell the vehicles listed in the table below through Northwest Municipal Vehicle Auction sponsored by America’s Auto Auction or any subsequent online internet auction to the highest bidder. All net proceeds from the auction will be credited to Account 601.19.7780.56065, “Sale of Surplus Property.” Memorandum 238 of 445 SURPLUS FLEET VEHICLES/EQUIPMENT Cost Center Department Vehicle # Vehicle Make/Model Vehicle Model Year V.I.N. # L.T.D. Miles/Hours 7710 PRCS 764 Ford Taurus 2004 1FAFP53204G183595 98,672 2126 Community Development 800 Ford Focus 2009 1FAHP34N49W267289 38,542 7710 Admin. Serv. / Motor Pool 48-A2019 Ford Explorer 2013 1FM5K8ARXDGA80458 90,812 2270 Police Dept. M4-A2019 Harley Davidson Roadking 2016 1HD1FHM16GB685039 TOTALED 4520 PWA / Traffic SOLD164A Dodge Dakota 2004 1D7HG42K44S737352 104,509 Attachment: Ordinance 80-O-19 239 of 445 7/22/2019 80-O-19 AN ORDINANCE Authorizing the Sale of Surplus Fleet Vehicles Owned by the City of Evanston (Northwest Municipal Vehicle Auction) WHEREAS, the City Council of the City of Evanston (the “City”) has determined it is no longer necessary, practical, or economical, nor in the best interests of the City, to retain ownership of a certain surplus fleet vehicles that have a value in excess of one thousand five hundred dollars ($1,500.00) and are described in Exhibit A, which is attached hereto and incorporated herein by reference; and WHEREAS, the City Council has determined that it is in the best interests of the City to sell said surplus fleet vehicles to the highest bidder, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The foregoing recitals are found as fact and incorporated herein by reference. SECTION 2: Pursuant to Subsection 1-17-3-(B) of the Evanston City Code of 2012, as amended, the City Council hereby authorizes and directs the City Manager to sell the aforementioned surplus fleet vehicles, upon terms and conditions deemed reasonable, necessary, and in the best interests of the City, to the highest bidder at America’s Auto Auctions, the Northwest Municipal Conference Suburban Purchasing Cooperative’s “bid winner” for auction services for member municipalities to be held on or around Tuesday, August 13, 2019 at the Manheim Arena located at 14001 240 of 445 S. Karlov Avenue, Crestwood, Illinois 60554, or at any subsequent America’s Auto Auctions Services online auction. SECTION 3: Upon payment of the price indicated by the America’s Auto Auction Services, the City Manager is hereby authorized to convey evidence of ownership of aforesaid surplus fleet vehicles to the America’s Auto Auction Service. SECTION 4: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and will be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. SECTION 5: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 6: This ordinance will be in full force and effect from and after its passage, approval and publication in the manner provided by law. Introduced: _________________, 2019 Adopted: ___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Approved as to form: ______________________________ Michelle L. Masoncup, Corporation Counsel 241 of 445 EXHIBIT A SURPLUS FLEET VEHICLES/EQUIPMENT Cost Center Department Vehicle # Vehicle Make/Model Vehicle Model Year V.I.N. # L.T.D. Miles/Hours 7710 PRCS 764 Ford Taurus 2004 1FAFP53204G183595 98,672 2126 Community Development 800 Ford Focus 2009 1FAHP34N49W267289 38,542 7710 Admin. Serv. / Motor Pool 48-A2019 Ford Explorer 2013 1FM5K8ARXDGA80458 90,812 2270 Police Dept. M4-A2019 Harley Davidson Roadking 2016 1HD1FHM16GB685039 TOTALED 4520 PWA / Traffic SOLD164A Dodge Dakota 2004 1D7HG42K44S737352 104,509 242 of 445 For City Council Meeting of August 5, 2019 Item A21 Ordinance 81-0-19, Special Use Permit at 2510 Green Bay Road For Introduction and Action To: Honorable Mayor and Members of the City Council Planning and Development Committee From: Johanna Leonard, Director of Community Development Scott Mangum, Planning and Zoning Manager Melissa Klotz, Zoning Administrator Paul Zalmezak, Economic Development Manager Subject: Ordinance 81-O-19, Granting a Special Use Permit for Commercial Indoor Recreation Facility at 2510 Green Bay Road Date: July 24, 2019 Recommended Action: The Zoning Board of Appeals and City staff recommend adoption of Ordinance 81-O-19 granting special use approval for a Commercial Indoor Recreation Facility, Lock Chicago, in the B1a Business District and oCSC Central Street Overlay District. The applicant has complied with all zoning requirements and meets all of the standards for a special use for this district. Ald. Revelle requested suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. Livability Benefits: Equity & Empowerment: Support quality human service programs Economy & Jobs: Retain and expand local businesses Summary: Lock Chicago has operated its family and work group friendly escape room at 820 Davis since 2017. Escape rooms feature a challenging series of puzzles and games that a group of people must solve together to “unlock” or “escape” the room within a set period of time. Due to the strategy required to win the game, yelling, loud noises, and running are at a minimum. Typical customers are corporate outings, NU students, and birthday parties for ages 12 and older. Lock Chicago anticipates limited impact on parking and traffic. During the week, Lock Chicago hosts approximately a maximum of 20 guests at one time . Lock Chicago reports most of their customers come by train from Chicago or carpool in small groups. The property at 2510 Green Bay Road has ten parking spaces on site. The applicant does not anticipate parking issues generated by guests. On-street parking exists nearby along the Union Pacific North Line. The property owner has begun negotiating with Memorandum 243 of 445 adjacent property owners for evening parking spaces. The escape room games typically last no longer than one hour which would provide for adequate turnover of spaces. Due to the nature of the business, there are limited deliveries – the alley will not be used by Lock Chicago for trucks/deliveries. Lock Chicago anticipates limited impact to the physical property with plans to add exterior signage and modest interior build out. Public access will occur at the front of the property while employee and emergency access occurs in the rear off the alley. Comprehensive Plan The Evanston Comprehensive General Plan encourages the utilization of vacant storefronts along existing commercial corridors to provide needed services to the community and encourage economic vitality. The Comprehensive Plan specifically includes: Objective: Promote the growth and redevelopment of business, commercial, and industrial areas. Objective: Retain and attract businesses in order to strengthen Evanston’s economic base. A special use for Commercial lndoor Recreation at 2510 Green Bay Road will allow an existing business in Evanston to expand and use an otherwise vacant large commercial storefront on a major street. Legislative History: July 16, 2019: The ZBA unanimously recommended approval of the special use for a Commercial Indoor Recreation Facility – Lock Chicago subject to a condition of approval: 1. Substantial compliance with the documents and testimony on record. Attachments Proposed Ordinance 81-O-19 ZBA Findings July 16, 2019 ZBA Draft Meeting Minutes Excerpt ZBA Packet – July 16, 2019 244 of 445 7/23/2019 81-O-19 AN ORDINANCE Granting a Special Use Permit for a Commercial Indoor Recreation Facility Located at 2510 Green Bay Road in the B1a Business District and oCSC Central Street Overlay District WHEREAS, the Zoning Board of Appeals (“ZBA”) met on July 16, 2019, pursuant to proper notice, to consider case no. 19ZMJV-0060, an application filed by Bane Srdjevic (the “Applicant”), potential lessee of the property legally described in Exhibit A, attached hereto and incorporated herein by reference, commonly known as 2510 Green Bay Road (the “Subject Property”) and located in the B1a Business District and oCSC Central Street Overlay District, for a Special Use Permit to establish, pursuant to Subsection 6-9-5-3 and 6-15-14-7 of the Evanston City Code, 2012, as amended (“the Zoning Ordinance”), a Commercial Indoor Recreation Facility, on the Subject Property; and WHEREAS, the ZBA, after hearing testimony and receiving other evidence, made a written record and written findings that the application for a Special Use Permit for a Commercial Indoor Recreation Facility met the standards for Special Uses in Section 6- 3-5-10 of the Zoning Ordinance and recommended City Council approval thereof; and WHEREAS, at its meeting of August 5, 2019, the Planning and Development Committee of the City Council (“P&D Committee”) considered the ZBA’s record and findings and recommended the City Council accept the ZBA’s recommendation and approve the application in case no. 19ZMJV-0060; and 245 of 445 81-O-19 ~2~ WHEREAS, at its meeting of August 5, 2019, the City Council considered and adopted the respective records, findings, and recommendations of the ZBA and P&D Committee, as amended, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The foregoing recitals are found as fact and incorporated herein by reference. SECTION 2: The City Council hereby approves the Special Use Permit for a Medical Office on the Subject Property as applied for in case no. 19ZMJV-0060. SECTION 3: Pursuant to Subsection 6-9-5-12 of the Zoning Ordinance, the City Council hereby imposes the following conditions on the Applicant’s Special Use Permit, violation of any of which shall constitute grounds for penalties or revocation of said Permit pursuant to Subsections 6-3-5 of the Zoning Ordinance: A. Compliance with Applicable Requirements: The Applicant shall develop and use the Subject Property in substantial compliance with: all applicable legislation; the Applicant’s testimony and representations to the ZBA, the P&D Committee, and the City Council; and the approved plans and documents on file in this case. B. Recordation: Before it may operate the Special Use authorized by the terms of this ordinance, the Applicant shall record, at its cost, a certified copy of this ordinance with the Cook County Recorder of Deeds. SECTION 4: When necessary to effectuate the terms, conditions, and purposes of this ordinance, “Applicant” shall be read as “Applicant’s agents, assigns, and successors in interest.” SECTION 5: This ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. 246 of 445 81-O-19 ~3~ SECTION 6: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 7: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this ordinance that can be given effect without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. SECTION 8: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. Introduced: _________________, 2019 Adopted: ___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Approved as to form: ______________________________ Michelle L. Masoncup, Corporation Counsel 247 of 445 81-O-19 ~4~ EXHIBIT A LEGAL DESCRIPTION Lots 7 and 8 in Block 16 in North Evanston, in Section 12, Township 41 North, Range 13, East of the Third Principal Meridian in Cook County, Illinois. PINS: 10-12-200-016-0000 COMMONLY KNOWN AS: 2510 Green Bay Road, Evanston, Illinois 248 of 445 P LANNING AND Z ONING D IVISION 847-448-8230 zoning@cityofevanston.org Community Development Department www.cityofevanston.org/zoning 2100 Ridge Ave., Rm. 3202 Evanston, IL 60201 FF II NN DD II NN GG SS FOR STANDARDS OF SS PP EE CC II AA LL UU SS EE PP EE RR MM II TT SS In the case of After conducting a public hearing on July 16, 2019, the Zoning Board of Appeals makes the following findings of fact, reflected in the audio-visual recording of the hearings, based upon the standards for special uses specified in Section 6-3-5-10 of the Zoning Ordinance: Standard Finding (A) It is one of the special uses specifically listed in the zoning ordinance; ___X__Met _____Not Met Vote 4-0 (B) It is in keeping with purposes and policies of the adopted comprehensive general plan and the zoning ordinance as amended from time to time; ___X___Met _____Not Met Vote 4-0 (C) It will not cause a negative cumulative effect, when its effect is considered in conjunction with the cumulative effect of various special uses of all types on the immediate neighborhood and the effect of the proposed type of special use upon the city as a whole; ___X___Met _____Not Met Vote 4-0 (D) It does not interfere with or diminish the value of property in the neighborhood; ___X___Met _____Not Met Vote 4-0 Case Number: 19ZMJV-0060 Address or Location: 2510 Green Bay Rd. Applicant: Bane Srdjevic Proposed Special Use: Establishment of a Commercial Indoor Recreation Facility – Lock Chicago 249 of 445 P LANNING AND Z ONING D IVISION 847-448-8230 zoning@cityofevanston.org Community Development Department www.cityofevanston.org/zoning 2100 Ridge Ave., Rm. 3202 Evanston, IL 60201 (E) It can be adequately served by public facilities and services ___X___Met _____Not Met Vote 4-0 (F) It does not cause undue traffic congestion; ___X___Met _____Not Met Vote 4-0 (G) It preserves significant historical and architectural resources; ___X___Met _____Not Met Vote 4-0 (H) It preserves significant natural and environmental features; and ___X___Met _____Not Met Vote 4-0 (I) It complies with all other applicable regulations of the district in which it is located and other applicable ordinances, except to the extent such regulations have been modified through the planned development process or the grant of a variation. ___X___Met _____Not Met Vote 4-0 and, based upon these findings, and upon a vote __4__ in favor & __0__ against Recommends to the City Council _____ approval without conditions _____ denial of the proposed special use __x__ approval with conditions specifically: 1. Substantial compliance with the documents and testimony on record. Attending: Vote: Aye No ___X__ Violetta Cullen __X__ ____ _______ Myrna Arevalo _____ ____ _______ Scott Gingold _____ ____ ___X___ Jill Zordan __X__ ____ _______ Lisa Dziekan _____ ____ ___X___ Mary McAuley __X__ ____ ___X___ Kiril Mirintchev __X__ ____ 250 of 445 Page 1 of 3 Zoning Board of Appeals DRAFT NOT APPROVED MEETING MINUTES EXCERPT ZONING BOARD OF APPEALS Tuesday, July 16, 2019 7:00 PM Civic Center, 2100 Ridge Avenue, Council Chambers Members Present: Mary McAuley, Violetta Cullen, Kiril Mirintchev, Jill Zordan Members Absent: Lisa Dziekan, Scott Gingold, Myrna Arevalo Staff Present: Melissa Klotz Presiding Member: Chair Cullen Declaration of Quorum With a quorum present, Chair Cullen called the meeting to order at 7:00 p.m. Minutes The meeting minutes of June 18, 2019 were motioned for approval by Ms. McAuley and seconded by Ms. Zordan and unanimously approved. Old Business New Business 2510 Green Bay Rd 19ZMJV-0060 Bane Srdjevic, potential lessee, applies for a special use permit for a Commercial Indoor Recreation facility, Lock Chicago, in the B1a Business District and oCSC Central Street Overlay District (Zoning Code Sections 6-9-5-3 & 6-15-14-7). The Zoning Board of Appeals makes a recommendation to City Council, the determining body for this case. Ms. Klotz read the case into the record. The applicant explained the proposal: An escape room is a family friendly, work friendly, set of puzzles/games for groups of people. Currently located at 820 Davis St. During the week there are 20 people at the facility at one time maximum. Most customers come by train from Chicago or carpool. 10 parking spaces on site and parking issues are not anticipated. Noise is limited (e.g. no yelling, running, loud noises, etc.) Alley will not be used for any trucks - there are no deliveries. Customers are there for one hour and then must leave, which also encourages parking turnover. Interior buildout will comply with City Codes. The only exterior changes to the building will be signage. 251 of 445 Page 2 of 3 Zoning Board of Appeals Employee/emergency exit in rear off of alley, but public access is only via the front. Chair Cullen asked who the typical client base is, and the applicant responded customers are often corporate outings, mid 20s people and NU students, and birthday parties for ages 12 and up. Ira Smith, 1835 Lincoln St., lives at the property that is closest to this building off of the alley. Compared to a previous use that was proposed at the building recently, this is a good use. Parking is still a concern since there are 10 parking spaces on site and no other alternatives in the area. Property owner Charles Happ, 657 Ash St., Winnetka, owns commercial buildings throughout Evanston, and believes there is enough parking on-site for the use. There have been discussions with nearby businesses who have parking and have off-hours to the escape room in case overflow parking is ever needed. The remainder of the building will be used as an incubator space. Deliberation: Ms. Zordan stated that if feedback from the neighborhood or customers is that parking is an issue, the scheduling of escape room start times could be altered so that there is less overlap of customer groups. The applicant agreed and noted it is very easy to modify start times and that is routinely done at other locations when needed. Standards for Special Use: 1. Yes 2. Yes 3. Yes 4. Yes 5. Yes 6. Yes 7. Yes 8. Yes 9. Yes Ms. McAuley motioned to recommend approval of the special use with the following condition: The project be developed in substantial compliance with the documents and testimony on record. The motion was seconded by Mr. Mirintchev and unanimously recommended for approval. 252 of 445 For City Council Meeting of August 5, 2019 Item A22 Ordinance 82-O-19, 1815 Oak Avenue Planned Development For Introduction and Action To: Honorable Mayor and Members of the City Council Planning and Development Committee From: Johanna Leonard, Community Development Director Scott Mangum, Planning and Zoning Manager Meagan Jones, Neighborhood and Land Use Planner Subject: Ordinance 82-O-19, Major Adjustment to a Planned Development, 1815 Oak Avenue, 19PLND-0039 Date: July 25, 2019 Recommended Action: Plan Commission and Staff recommend adoption of Ordinance 82-O-19 for approval of a Major Adjustment to a Planned Development originally approved by ordinance 47-O- 16. The adjustment includes an increase in FAR to 4.47 (originally approved at 4.35 and subsequently reduced via a Minor Adjustment to 3.97 in 2017), an increase in parking spaces from 67 to 70 (including 2 compact spaces), an increased side yard setback (south) from 4 feet to 5 feet, and a reduction of dwelling units from 102 to 43 (for a reduced total of 161 units/rooms from 163), eliminating the site development allowance for maximum number of dwelling units. Ald. Braithwaite requested suspension of the rules for Introduction and Action at the August 5, 2019 Special City Council Meeting. Livability Benefits: Built Environment: Promote diverse transportation modes, Provide compact and complete streets and neighborhoods Education, Arts & Community: Support older adults as they age in the community Background; On July 25, 2016, the City Council adopted Ordinance 47-O-16, which granted approval of the Planned Development for construction of a 10-story senior living facility with 102- dwelling units (independent living and assisted living), 31 assisted living with cognitive impairment units, 30 memory care units and 67 parking spaces on site. The development included one site development allowance for the 102 dwelling units. Per Ordinance 47-O-16, the applicant had eighteen months, until January 25, 2018, to obtain a building permit and start the construction of the project and two years to complete the project from the time of building permit issuance. Extensions were granted by City Council on January 8, 2018 and December 10, 2018. Memorandum 253 of 445 On March 15, 2017, a minor adjustment to the planned development to increase upper level building setbacks from 0 to 26 feet 6 inches at a height of 44 feet, add a 4th floor terrace, and relocate stairway and mechanical equipment on the north end of the building was administratively approved by the Zoning Administrator with the review and recommendation of the Design and Project Review (DAPR) Committee. Rendering of originally approved development (left) and the proposed amendment (right) The applicant is requesting a Major Adjustment to the Planned Development in order to construct a 9-story senior living facility building with a mix of 43 dwelling units (Independent Living), 84 assisted living units, and 34 memory care units (revised from an initial 33 units on the submitted adjustment application). The proposed changes lead to an increase in FAR, an increase in parking spaces, an increased side yard setback (south), and a reduction of dwelling units. As stated above, the approved planned development was granted a site development allowance for 102 dwelling units where a maximum of 84 was otherwise allowed. The total number of units in the building will decrease from 163 to 161. With the change in unit mix within the building, there are now only a total of 43 dwelling units (with kitchens) proposed which would eliminate the need for the previous site development allowance. The project does not fall under the current Inclusionary Housing Ordinance requirements, however, the applicant still intends to pay a one-time contribution of $400,000 to the City’s Affordable Housing Fund and provide two on -site affordable units at 80% Area Median Income (AMI) per conditions of the original approval. There is a slightly reduced amount of required parking, from 65 to 64 spaces. The applicant will increase the provided parking spaces slightly from 67 to 70 (68 compliant, 2 compact). The majority of this parking will now be below grade, which leads to the reduction building height from 10 stories to 9 stories. The zoning height will remain unchanged because above-grade floors that are dedicated to parking are not included in the building height calculation in downtown zoning districts. Though there is a reduction in the number of stories of the building, the FAR will increase from the original approval of 4.35 to 4.47. With the reconfiguration of several floors within the building, there is additional floor area that is being used on the upper levels that counts towards FAR calculations. 254 of 445 The applicant also intends to make improvements to the Mt. Zion Baptist Church property to the south of the site including reconfiguring and resurfacing the parking lot and adding a sidewalk on the west side of Oak Avenue. The applicant will also be revising the intersection at Clark Street and Oak Avenue to aid in pedestrian safety and moving vehicle traffic to and from the site. All other conditions as stated in ordinance 47-O-16 will still apply should the Major Adjustment be approved. Standards of Approval The proposed development must follow the procedures for Adjustments to Development Plan in Section 6-3-6-12. It must also maintain the planned development’s satisfaction of the Standards for a Special Use (Section 6-3-5-10), the Standard for Planned Development (Section 6-3-6-9) and standards and guidelines established for Planned Developments in the D4 Downtown Transition District. (Section 6-11-1-10). Staff and the Plan Commission find that the proposed development meets all standards for approval. Standards for Special Use (Section 6-3-5-10) A Planned Development is listed as a special use in the D3 Downtown Core Development District. As indicated above, the proposal is in keeping with the purposes and policies outlined in the Comprehensive Plan and the Zoning Ordinance. The development and corresponding site development allowances were approved in July of 2016. No additional impacts are expected with regards to utilities, environmental features or architectural resources due to the proposed adjustment. The proposal will not interfere with or diminish the value of other properties in the neighborhood. 255 of 445 The proposal will not cause undue traffic congestion. Changes proposed will not significantly alter traffic flow to and from the building. Access to or from Ridge Avenue using the alley will still be prohibited except for emergency vehicles only. The applicant is also proposing to upgrade the sidewalk and parkway along Ridge Avenue adjacent to the site as well as install a new sidewalk along the west side of Oak Avenue as a part of their proposed expansion of that street. Standards and Guidelines for Planned Developments in D3 District (Sections 6-3-6-9 and 6-11-1-10) The proposed planned development was found to be in harmony and compliance with the general purposes and the intent of the Zoning Ordinance. As well, it is compatible in bulk, scale and land use with surrounding properties. The proposal maintains this compatibility. Legislative History June 26, 2019 – DAPR Committee unanimously recommended approval of the proposed development, subject to addressing the emergency access off of Ridge Avenue and clarifying changes to the Clark Street/Oak Avenue intersection. July 24, 2019 – Plan Commission voted to recommend approval of the adjustment to the planned development at 1815 Oak Avenue. Attachments ● Proposed Ordinance 82-O-19 ● Application Packet for Major Adjustment to a Planned Development ● Link to Plan Commission Packet for July 24, 2019 Meeting ● Draft Minutes for July 24, 2019 Plan Commission Meeting 256 of 445 7/24/2019 82-O-19 AN ORDINANCE Granting An Amendment to the Approved Planned Development Located at 1815 Oak Avenue WHEREAS, the City of Evanston is a home-rule municipality pursuant to Article VII of the Illinois Constitution of 1970; and WHEREAS, as a home rule unit of government, the City has the authority to adopt ordinances and to promulgate rules and regulations that protect the public health, safety, and welfare of its residents; and WHEREAS, Article VII, Section (6)a of the Illinois Constitution of 1970, which states that the “powers and functions of home rule units shall be construed liberally,” was written “with the intention that home rule units be given the broadest powers possible” (Scadron v. City of Des Plaines, 153 Ill.2d 164); and WHEREAS, it is a well-established proposition under all applicable case law that the power to regulate land use through zoning regulations is a legitimate means of promoting the public health, safety, and welfare; and WHEREAS, Division 13 of the Illinois Municipal Code (65 ILCS 5/11-13-1, et seq.) grants each municipality the power to establish zoning regulations; and WHEREAS, pursuant to its home rule authority and the Illinois Municipal Code, the City has adopted a set of zoning regulations, set forth in Title 6 of the Evanston City Code of 2012, as amended, (“the Zoning Ordinance”); and WHEREAS, on July 25, 2016, the City Council enacted Ordinance 47-O-16, 257 of 445 82-O-19 ~2~ attached hereto as Exhibit 1 and incorporated herein by reference, which granted a Special Use Permit for a Planned Development (the “Planned Development”) at 1815 Oak Avenue (the “Subject Property”), which is legally described in Exhibit 1; and WHEREAS, Ordinance 47-O-16 approved the construction of a 10-story independent and assisted living facility with 102 dwelling units, 31 assisted living units for residents with cognitive impairments, and 30 memory care rooms at the Subject Property (the “Project”), which is detailed at length in Exhibit 1; and WHEREAS, per Section 6-3-6-12(B), a minor adjustment to the Planned Development was approved by the Zoning Administrator on March 15, 2017 with the recommendation of the Design and Project Review Committee (“DAPR”) to reduce the Floor Area Ratio from 4.35 to 3.97, to increase the upper level building setbacks from zero feet to twenty six and a half feet at a height of forty-four feet, to relocate the stairway and mechanical equipment on the north end of the building, and for the addition of a fourth floor terrace; and WHEREAS, on January 8, 2018, the City Council enacted Ordinance 3-O- 18, attached hereto as Exhibit 2 and incorporated herein by reference, which granted an extension of time for the Applicant to obtain a building permit to construct the Planned Development authorized by Ordinance 47-O-16; and WHEREAS, on December 10, 2018, the City approved Ordinance 158-O- 18, attached hereto as Exhibit 3 and incorporated herein by reference, which granted an extension of time for the Applicant to obtain a building permit to construct the Planned Development authorized by Ordinance 47-O-16 and 3-O-18; and 258 of 445 82-O-19 ~3~ WHEREAS, the Developer and Applicant, Michael McLean (the “Applicant”) requested a major adjustment that includes an increase in FAR to 4.47 (originally approved at 4.35 and subsequently reduced via a Minor Adjustment to 3.97 in 2017); an increase in parking spaces from 67 to 70 (including 2 compact spaces); an increased side yard setback (south) from 4 feet to 5 feet, and a reduction of dwelling units from 102 to 43 (for a reduced total of 161 units/rooms from 163); eliminating the site development allowance for maximum number of dwelling units in the building approved by Ordinance 46-O-16, 3-O-18 and 158-O-18 (revised plans depicting this major adjustment are attached hereto as Exhibit 4); and WHEREAS, in order to approve the major adjustment requested, the Applicants request amendments to Ordinances 46-O-16, 3-O-18, and 158-O-18 (the “Previously Approved Ordinances”); and WHEREAS, the Previously Approved Ordinances are pieces of legislation enacted by the City Council of the City of Evanston, subject to revision only by said City Council; and WHEREAS, on August 5, 2019, the Planning and Development Committee (“P&D Committee”) held a meeting, in compliance with the provisions of the Illinois Open Meetings Act (5 ILCS 120/1 et seq), during which it considered the Applicants’ request and voted to retain jurisdiction over said request; and WHEREAS, during said meeting, the P&D Committee received input from the public, carefully deliberated on the major adjustment, and recommended approval thereof by the City Council; and 259 of 445 82-O-19 ~4~ WHEREAS, at its meeting on August 5, 2019, held in compliance with the provisions of the Illinois Open Meetings Act, the City Council considered the P&D Committee’s recommendation, heard public comment, made findings, and adopted said recommendation; and WHEREAS, it is well-settled law in Illinois that the legislative judgment of the City Council must be considered presumptively valid (see Glenview State Bank v. Village of Deerfield, 213 Ill.App.3d 747) and is not subject to courtroom fact-finding (see National Paint & Coating Ass’n v. City of Chicago, 45 F.3d 1124), NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The foregoing recitals are hereby found as fact and incorporated herein by reference. SECTION 2: Pursuant to the terms and conditions of this ordinance, the City Council hereby grants an amendment to the Special Use Permit previously authorized by Ordinance 47-O-16, 3-O-18, and 158-O-18 to allow for the construction and operation of the Planned Development described herein. SECTION 3: The conditions on the Special Use Permit imposed pursuant to Subsection 6-3-5-12 of the Zoning Ordinance by City Council in Ordinances 47-O-16, 3-O-18, and 158-O-18 remain applicable to the Planned Development, SECTION 4: Except as otherwise provided for in this Ordinance 82-O-19, all applicable regulations of the Ordinances 47-O-16, 3-O-18, and 158-O-18, the Zoning Ordinance, and the entire City Code shall apply to the Subject Property and remain in 260 of 445 82-O-19 ~5~ full force and effect with respect to the use and development of the same. To the extent that the terms and/or provisions of any of said documents conflict with any of the terms herein, this Ordinance 82-O-19 shall govern and control. SECTION 5: When necessary to effectuate the terms, conditions, and purposes of this ordinance, “Applicant” shall be read as “Applicant and its agents, assigns, and successors in interest” and shall mean Michael McLean, and any and all successors, owners, and operators of the Subject Property. SECTION 6: This ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. SECTION 7: Except as otherwise provided for in this ordinance, all applicable regulations of the Zoning Ordinance and the entire City Code shall apply to the Subject Property and remain in full force and effect with respect to the use and development of the same. To the extent that the terms and provisions of any of said documents conflict with the terms herein, this ordinance shall govern and control. SECTION 8: All ordinances or parts of ordinances that are in conflict with the terms of this ordinance are hereby repealed. SECTION 9: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this ordinance that can be given effect without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. SECTION 10: The findings and recitals herein are hereby declared to be 261 of 445 82-O-19 ~6~ prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. Introduced:_________________, 2019 Adopted:___________________, 2019 Approved: __________________________, 2019 _______________________________ Stephen H. Hagerty, Mayor Attest: _____________________________ Devon Reid, City Clerk Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 262 of 445 82-O-19 ~7~ EXHIBIT 1 Ordinance 47-O-16 263 of 445 264 of 445 265 of 445 266 of 445 267 of 445 268 of 445 269 of 445 270 of 445 271 of 445 272 of 445 273 of 445 274 of 445 275 of 445 276 of 445 277 of 445 278 of 445 279 of 445 280 of 445 281 of 445 282 of 445 283 of 445 284 of 445 285 of 445 286 of 445 287 of 445 288 of 445 289 of 445 290 of 445 291 of 445 292 of 445 293 of 445 294 of 445 295 of 445 296 of 445 297 of 445 298 of 445 299 of 445 300 of 445 301 of 445 302 of 445 303 of 445 304 of 445 305 of 445 306 of 445 307 of 445 308 of 445 309 of 445 310 of 445 311 of 445 312 of 445 313 of 445 314 of 445 315 of 445 316 of 445 317 of 445 318 of 445 319 of 445 320 of 445 321 of 445 322 of 445 323 of 445 324 of 445 325 of 445 326 of 445 82-O-19 ~8~ EXHIBIT 2 Ordinance 3-O-18 327 of 445 328 of 445 329 of 445 330 of 445 331 of 445 332 of 445 82-O-19 ~9~ EXHIBIT 3 Ordinance 158-O-18 333 of 445 334 of 445 335 of 445 336 of 445 337 of 445 338 of 445 339 of 445 Please circle the primary means of contact. PLANNED DEVELOPMENT AP PLICATION Case Number: __________________________ 1. PROPERTY Address(es)/Location(s) ________________________________________________________________________________ Brief Narrative Summary of Proposal: ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ 2. APPLICANT Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: Work: ____________________ Home: ____________________ Cell/Other: _____________________ Fax: Work: ____________________ Home: ____________________ E-mail: ____________________________________________________ What is the relationship of the applicant to the property owner? same builder/contractor potential purchaser potential lessee architect attorney lessee real estate agent officer of board of directors other: _______________________________________________________________ 3. SIGNATURE “I certify that all of the above information and all statements, information and exhibits that I am submitting in conjunction with this application are true and accurate to the best of my knowledge.” __________________________________________________ ______________________________ Applicant Signature – REQUIRED Date 340 of 445 4. PRE-SUBMISSION REQUIREMENTS Prior to actually submitting an application for Planned Development, you must: A. Complete a Zoning Analysis of the Development Plan The Zoning Office staff must review the development plan and publish a written determination of the plan’s level of compliance with the zoning district regulations. Apply at the Zoning Office. B. Present the planned development at a pre-application conference Contact the Zoning Office to schedule a conference with the Site Plan and Appearance Review Committee, the alderman of the ward and the chairman of the Plan Commission. 5. REQUIRED SUBMISSION DOCUMENTS AND MATERIALS (This) Completed Application Form Application Fee, including postage for required mailing Two (2) Copies of Application Binder Your application must be in the form of a binder with removable pages for copying. You must submit two application binders for initial review. The Application Binder must include: Certificate of Disclosure of Ownership Interest Form Plan drawing illustrating development boundary and individual parcels and PINs Plat of Survey of Entire Development Site Zoning Analysis Results Sheet Preliminary Plat of Subdivision. Pre-application Conference Materials. Development Plan Landscape Plan Statement addressing how the planned developments approval will further public benefits Statement describing the relationship with the Comprehensive Plan and other City land use plans Statement describing the development’s compliance with any other pertinent city planning an d development policies. Statement addressing the site controls and standards for planned developments Statement of proposed developments compatibility with the surrounding neighborhood Statement of the propose developments compatibility with the design guidelines for planned developments Statements describing provisions for care and maintenance of open space and recreational facilities and proposed articles of incorporation and bylaws. Restrictive Covenants Schedule of Development Market Feasibility Statement Traffic Circulation Impact Study Statement addressing development allowances for planned developments Notes: Plats of surve y must be drawn to scale and must accurately and completely reflect the current conditions of the property. Building plans must be drawn to scale and must include interior floor plans and exterior elevations. Application Fees may be paid by cash, check, or credit card. 341 of 445 Page 3 of 8 6. OTHER PROFESSIONAL REPRESENTATIVE INFORMATION Attorney Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ Architect Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ Surveyor Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ Civil Engineer Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ Traffic Engineer Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ Other Consultant Name: _______________________________________ Organization: _______________________________ Address: _____________________________________ City, State, Zip: ______________________________ Phone: ____________________ Fax: ____________________ Email: _______________________________ 342 of 445 Page 4 of 4 77.. MMUULLTTIIPPLLEE PPRROOPPEERRTTYY OOWWNNEERRSS Use this page if the petition is on behalf of many property owners. “I understand that the regulations governing the use of my property may change as a result of this petition. By signing below, I give my permission for the named petitioner on page 1 of this form to act as my agent in matters concerning this petition. I understand that 1) the named petitioner will be the City of Evanston’s primary contact during the processing o f this petition, 2) I may not be contacted directly by City of Evanston staff with information regarding the petition while it is being processed, 3) I may inquire the status of this petition and other information by contacting the Zoning Office, and 4) the property owners listed below may change the named petitioner at any time by delivering to the Zoning Office a written statement signed by all property owners and identifying a substitute petitioner.” NAME and ADDRESS (es) or PIN(s) CONTACT INFORMATION of PROPERTY OWNED SIGNATURE (telephone or e-mail) _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ _________________________ ________________________________ _________________________ ________________________________ _________________________ Copy this form if necessary for a complete listing. 343 of 445 344 of 445 345 of 445 346 of 445 347 of 445 348 of 445 Architecture + Planning Hirsch Associates LLC 1815 OAK AVENUE - SENIOR HOUSING CONDOR PARTNERS, LLC Evanston, Illinois 26 JUNE 2019349 of 445 DAVIS STREETMAPLE AVENUE ELMWOOD AVENUEGROVE STREETBENSON AVENUE SHERMAN AVENUE ORRIN G T O N A V E N U E CHICA G O A V E N U E HINM A N A V E N U E JUDS O N A V E N U E SHERIDAN ROAD CHURCH STREETDAVIS STREETGROVE STREETCHURCH STREETOAK AVENUERIDGE AVENUE RIDGE AVENUE CLARKSTREETEMERSON STREETUNIVERSITY PLACEELGIN ROADUNIVERSITY PLACEASBURY AVENUEOAK AVENUE OAKRIDGE AVENUE Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June, 2019AJM140210Location Plan© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC350 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021A© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCView From South-WestCONDOR PARTNERS, LLC351 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021A.5View From South West - Approved Design© HIRSCH ASSOCIATES, LLC 2016 View From South West - Revised DesignSOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC352 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021A.6View From West© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC353 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021A.7View From South West - Approved Design© HIRSCH ASSOCIATES, LLC 2017 View From South West - Revised DesignSOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC354 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021BView From North-West© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC355 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021B.5View From North West - Approved Design© HIRSCH ASSOCIATES, LLC 2017 View From North West - Revised DesignSOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC356 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021CView From East© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC357 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June, 2019AJM14021C.5View From East - Approved Design© HIRSCH ASSOCIATES, LLC 2017 View From East - Revised DesignSOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC358 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June 2019AJM14021DView From South East© HIRSCH ASSOCIATES, LLC 2017SOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC359 of 445 Architecture + PlanningHirsch Associates LLC© HIRSCH ASSOCIATES, LLC 2009 Evanston, Illinois1815 OAK AVENUE26 June, 2019AJM14021D.5View From South East - Approved Design© HIRSCH ASSOCIATES, LLC 2017 View From South East - Revised DesignSOLERA SENIOR LIVING, LLCCONDOR PARTNERS, LLC360 of 445 122 SF Area WATER SERVICE ROOM STORAGE DIRTY LINEN STORAGE ELEVATOR LOBBY RECEIVING ROOM TRASH ROOM ELEV. 01 ELEV. 02 ELEV. 04ELEV. 03 STAIR 3 1213 SF Area STAIR 1 217 SF Area AIR INTAKE SHAFT 01 0228 2930 32 31 33 34 35 36 37 38 27 26 13 12 39 40 41 24 25 23 16 15 14 03 04 05 06 07 08 09 10 11 1722 21 18 192044 43 42 45 46 47 48 49 50 com pact5897 SF Area PARKING GARAGE ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 1 FIRE COMMAND CENTER BIKE STORAGE STAIR 3 BUILDING STORAGE BUILDING STORAGE 277 SF Area 510 SF Area MAIN ELECTRICAL ROOM MECH MDF 357 SF Area AIR INTAKE SHAFT 18 12 11 10 09 08 07 19 13 14 15 16 05 04 03 02 01 20 19 06 20278 SF Area LANDSCAPE TERRACE EXTERIOR TERRACE STAIR 3 ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 1 314 SF Area ELEC. 390 SF EXTERIOR TERRACE 18832 SF Area EXTERIOR TERRACE ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 1 STAIR 3 ROOF 314 SF Area ELEC.TELE. 17330 SF Area GREEN ROOF ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 3 STAIR 1 17340 SF Area UNOCCUPIED GREEN ROOF ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 3 STAIR 1 15691 SF Area ELEV. 01 ELEV. 02 STAIR 2 ELEV. 04ELEV. 03 STAIR 3 STAIR 1 ROOF 16816 SF Area ELEV. 01 ELEV. 02 ELEV. 04ELEV. 03 STAIR 3 STAIR 1 PROJECT TITLE: NOT FOR CONSTRUCTION PROJECT LOCATION: SHEET TITLE: CHECKED BY: DRAWN BY: EXPERATION DATE: LICENSE NO: PROJECT NO: SCALE: SEAL: DRAWING NO: SIGNATURE: CERTIFICATION: I HAVE PREPARED, OR CAUSED TO BE PREPARED UNDER MY DIRECT SUPERVISION, THE ATTACHED PLANS AND SPECIFICATIONS AND STATE THAT, TO THE BEST OF MY KNOWLEDGE AND BELIEF AND TO THE EXTENT OF MY CONTRACTUAL OBLIGATION, THEY ARE IN COMPLIANCE WITH GOVERNING CODES AND ORDINANCES NO. DATE DESCRIPTION DESIGN ARCHITECT AND ARCHITECT OF RECORD Hirsch Associates LLC Architecture + Planning 225 W Hubbard Street, 5th Floor Chicago, Illinois 60654-4916 T 312.836.0011 W www.hirschassociates.com F 312.836.0599 E hhirsch@hirschassociates.com IN PROGRESS -FOR INFORMATION ONLY 001-012452 2018-11-30 6/19/2019 2:35:05 PM 3/64" = 1'-0" 1815 RIDGE 1815 OAK AVENUE Evanston, Illinois 14021 G024 FAR ANALYSIS Author Checker 3/64" = 1'-0"B1 LEVEL B1 3/64" = 1'-0"1 LEVEL 1 3/64" = 1'-0"2 LEVEL 2 3/64" = 1'-0"3 LEVEL 3 3/64" = 1'-0"4 LEVEL 4 3/64" = 1'-0"5 LEVEL 5-7 3/64" = 1'-0"9 LEVEL 9 D4 FAR ALLOWED PD FAR ACTUAL FAR (GROSS) 5.4 4.35 182,131 SF 146,643 SF 150,243 SF SITE AREA 33,728 SF 3/64" = 1'-0"8 LEVEL 8 5 2018-05-15 GMP 9 2018-09-19 PERMIT FAR USED LEVEL AREA LEVEL B1 1611 SF LEVEL 1 7040 SF LEVEL 2 20593 SF LEVEL 3 19146 SF LEVEL 4 17330 SF LEVEL 5 17340 SF LEVEL 6 17339 SF LEVEL 7 17339 SF LEVEL 8 16816 SF LEVEL 9 15691 SF FAR USED 150243 SF FAR EXEMPT AREAS Name AREA 1580 SF LEVEL 6 1580 SF 1576 SF LEVEL 7 1576 SF 1597 SF LEVEL 8 1597 SF 1580 SF LEVEL 9 1580 SF TOTAL AREA (FAR EXEMPT) 45648 SF FAR EXEMPT AREAS Name AREA 21051 SF LEVEL B1 21051 SF 12313 SF LEVEL 1 12313 SF 1321 SF LEVEL 2 1321 SF 1434 SF LEVEL 3 1434 SF 1598 SF LEVEL 4 1598 SF 1598 SF LEVEL 5 1598 SF Floor Area (Gross Floor Area): The sum of the gross horizontal areas of the several floors of a building, except a cellar floor, measured from the exterior faces of the exterior walls or from the center line of walls separating two (2) buildings. The "floor area" of a building shall also include, but not be limited to, basements, all attic space, finished or unfinished, having five (5) feet or more space from floor to rafters, interior balconies and mezzanines; and enclosed porches or porches covered by a roof suitable for covering a habitable room. Any space devoted to required off-street parking or loading for the building shall not be included in "floor area." The following areas shall be excluded from calculations for "floor area": elevator shafts, stairwells, space used solely for heating, cooling, mechanical, electrical and mechanical penthouses, refuse rooms and uses accessory to the building. GSF TOTAL Name AREA Area 15691 SF MECH 522 SF VERTICAL CIRCULATION 1058 SF LEVEL 9: 36 17271 SF GROSS FLOOR AREA 196282 SF GSF TOTAL Name AREA Area 16816 SF MECH 540 SF VERTICAL CIRCULATION 1057 SF LEVEL 8: 44 18414 SF GSF TOTAL Name AREA Area 17340 SF MECH 565 SF VERTICAL CIRCULATION 1033 SF LEVEL 5: 45 18938 SF Area 17339 SF MECH 548 SF VERTICAL CIRCULATION 1032 SF LEVEL 6: 47 18918 SF Area 17339 SF MECH 548 SF VERTICAL CIRCULATION 1028 SF LEVEL 7: 48 18915 SF GSF TOTAL Name AREA Area 17330 SF MECH 565 SF VERTICAL CIRCULATION 1033 SF LEVEL 4: 45 18928 SF GSF TOTAL Name AREA Area 19146 SF MECH 365 SF VERTICAL CIRCULATION 1069 SF LEVEL 3: 30 20580 SF GSF TOTAL Name AREA Area 20593 SF EXTERIOR TERRACE 390 SF MECH 108 SF VERTICAL CIRCULATION 1212 SF LEVEL 2: 18 22303 SF GSF TOTAL Name AREA Area 7040 SF MECH 2041 SF PARKING 8570 SF VERTICAL CIRCULATION 1702 SF LEVEL 1: 14 19353 SF GSF TOTAL Name AREA Area 1611 SF MECH 836 SF PARKING 19166 SF VERTICAL CIRCULATION 1049 SF LEVEL B1: 14 22662 SF 361 of 445 U P D N D N U P D N U P D N 18" 18" 18" 18" EXTERIO R IN T E R I O R EXTERIO R IN T E R I O R EXTERIO R IN T E R I O R EXTERIO R IN T E R I O R EXTERIO R IN T E R I O R +34-0"+31'-6"OAK AVENUECLARK STREETUPPER RIDGE AVENUERIDGE AVENUERIDGE AVENUEBRICK CHURCH 2-STORY FRAME RESIDENCELOADING DOCK ACCESS AT LOWER LEVEL DROP-OFF VISITOR BIKE PARKING (8) TOTAL PROVIDED BIKE PARKING (42) TOTAL ON SITE PROVIDED PARKING RAMP +34'-10" CLARK STREET EAST RAI L ROAD AVENUE18 PARKING SPACES (+2 OUTSIDE SPACES) CHURCH PROPOSED PARKING LAYOUT PROPOSED GENERATOR +35'-0" +35'-0" +25'-0" ONE WAY ONE WAY +30'-0" +34'-7" 14.8%13.0%+35'-0" MEP SPACE MAIN ELEC. ROOM BUILDING STORAGE MDF FIRE COMMAND CTR MIN.24'-0"Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 60'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 0.1 Site Plan CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 362 of 445 363 of 445 H 1 2 3 4 5 6 7 8 A B C D E F G +26'-6" +26'-6" +24'-6"+24'-6" 50 PARKING SPACES (+47 VALET SPACES) 18'-0"24'-0"18'-0"18'-0"43'-7"TYP.8'-6"WATER SERVICE ROOM 24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" 49484645 03 12 13 14 15 16 17 18 1920 21 22 23 24 25 26 27 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 29 28 47 01 02 04 05 06 07 08 09 10 11 +26'-6" +25'-6"5.5%4.1%+26'-6"3.7%3.1%4.0%4.1%+25'-6" +24'-10"12.9%14.8% STAIR 1 ELEVATOR LOBBY TRASH ROOM RECEIVING ROOM DIRTY LINEN STORAGE STORAGE 10'-0"1 0 '-0"C O M P A C T OH DOOR8 '-0 "LOADING DOCK 50 Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 0.2 Lower Level Plan - Parking CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 364 of 445 UP DN DN UP DN UP DN 18" 18" 18" 18" EXTER I O R IN T E R I O R EXTER I O R IN T E R I O R EXTER I O R IN T E R I O R EXTER I O R IN T E R I O R EXTER I O R IN T E R I O R H 1 2 3 4 5 6 7 8 A B C D E F G 19 PARKING SPACES (+2 OUTSIDE SPACES)TYP.8'-6"EMPLOYEE BREAKROOM STAIR 1 MAIN ELECTRICAL ROOM SERVICE CORRIDOR 8'-6"13'-2"16'-0"9'-11"+34-0" +34'-10"24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" DROP-OFF BIKE PARKING (16) PROVIDED 42 TOTAL ON-SITE PARKING RAMPUPPER RIDGE AVENUERIDGE AVENUERIDGE AVENUECLARK STREET EAST RAI L ROAD AVENUECROSSWALKSTAIR 2 STAIR 3 16 14 15 19 13 070809101112 18 20 21 01 02 03 04 05 LOBBYCAFE LOUNGE LIBRARY COPY MAIL ROOM OFFICE - P DIR OFFICE - AL DIR OFFICE - BOM OFFICE - ED CONFERENCE ROOM ELEVATOR LOBBY FIRE COMMAND CENTER BUILDING STORAGE BIKE STORAGE BUILDING STORAGE +35'-0" +34-0" +31'-6"+34'-10" +35'-0" ONE WAY 14.8% +35'-0" +35'-0" +31'-6" VISITOR BIKE PARKING (8) PROVIDED THIS LOCATION 42 TOTAL ON SITE LOADING DOCK ACCESS AT LOWER LEVEL OH DOOR OH DOOR 12.9%18'-0"24'-0 1/2"MDF 18'-0" TYP. BIKE PARKING 18 PROVIDED 42 TOTAL ON-SITE OFFICE - SALES C O M P A C T 06 Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 1 Level 1 Floor Plan - Lobby, Parking & Support CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 365 of 445 2.01.01.51.510 HR-1 S-1 HR-2 LR-1 LR-2 H 1 2 3 4 5 6 7 8 A B C D E F G 751 SF 1 BR + 1 BA 762 SF 1 BR + 1 BA 385 SF STUDIO 752 SF 1 BR + 1 BA 1076 SF 2 BR + 2 BA 401 SF STUDIO ELEVATOR LOBBY EXTERIOR TERRACE LANDSCAPE TERRACE24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" KITCHEN 22,303 GSF (20,983 FAR GSF) Note: Includes 390 SF Exterior terrace enclosed 3 sides with a roof UNIT MIX: STUDIO: ONE BEDROOM -S: ONE BEDROOM -L: TWO BEDROOM: TOTAL 3 2 1 1 7 2.7 STAIR 2 STAIR 3 STAIR 1 DISPLAY KITCHEN FORMAL DINING CASUAL DININGACTIVITIES LOUNGE CAFE LOUNGE LIVING ROOM GROUP EXERCISE FITNESS ROOM PTOT BEAUTY SALON MASSAGE/ EXAM ROOM FAMILY LOUNGE PRIVATE DINING MULTI PURPOSE ROOM LAUNDRYCORRIDOR 553 SF STUDIO ART STUDIO/ ACTIVITIES RESTROOMS BISTRO/BAR Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 2 Level 2 Floor Plan - Amenity Floor CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 366 of 445 60" X 22"U.C.75" LED TV H 1 2 3 4 5 6 7 8 A B C D E F G 368 SF PRIVATE 457 SF DELUXE PRIVATE 395 SF PRIVATE 423 SF DELUXE PRIVATE369 SFPRIVATE367 SFPRIVATE437 SFPRIVATE396 SFPRIVATE395 SFPRIVATE393 SFPRIVATE420 SF PRIVATE 368 SF PRIVATE 368 SF PRIVATE 380 SF PRIVATE 380 SF PRIVATE 380 SF PRIVATE 380 SF PRIVATE 380 SF PRIVATE 373 SF PRIVATE 388 SF PRIVATE 395 SF PRIVATE 395 SF PRIVATE368 SFPRIVATE394 SFPRIVATE472 SFDELUXEPRIVATE395 SF PRIVATE519 SFDELUXEPRIVATE484 SF DELUXE PRIVATE 389 SFPRIVATE394 SFPRIVATE393 SFPRIVATE368 SFPRIVATEELEC.TELE. LAUNDRY ELEVATOR LOBBY24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" EXTERIOR TERRACE 20,580 GSF (19,146 FAR GSF) UNIT MIX: STUDIO: ONE BEDROOM -S: ONE BEDROOM -L: TWO BEDROOM: TOTAL 34 - - - 34 STAIR 3CORRIDOR STAIR 1 LAUNDRY 486 SF PRIVATE DINING ROOM ACTIVITY MOM'S PANTRY MED ROOM MC DIRECTOR ACTIVITY 372 SFPRIVATEArchitecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" July 23, 2019 140211815 OAK AVENUE Evanston, Illinois 3 Level 3 Floor Plan - Memory Care CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 367 of 445 H 1 2 3 4 5 6 7 8 A B C D E F G ELEVATOR LOBBY24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" GREEN ROOF 18,938 GSF (17,340 FAR GSF) UNIT MIX: STUDIO: ONE BEDROOM - S: ONE BEDROOM - L: TWO BEDROOM: TOTAL 4 10 4 3 21 STAIR 2 STAIR 3 746 SF 1 BR + 1 BA 576 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 746 SF 1 BR + 1 BA 949 SF 2 BR + 2 BA 1135 SF 2 BR + 2 BR 816 SF 1 BR + 1 BA745 SF1 BR + 1 BA746 SF1 BR + 1 BA958 SF2 BR + 2 BA747 SF1 BR + 1 BA747 SF1 BR + 1 BA452 SFSTUDIO490 SFSTUDIO800 SF1 BR + 1 BA800 SF1 BR + 1 BA800 SF1 BR + 1 BA509 SF STUDIO522 SFSTUDIO697 SF1 BR + 1 BAArchitecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 4 Level 4 Floor plan - Assisted Living CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 368 of 445 H 1 2 3 4 5 6 7 8 A B C D E F G 746 SF 1 BR + 1 BA 576 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 746 SF 1 BR + 1 BA 934 SF 2 BR + 2 BA 1131 SF 2 BR + 2 BR 816 SF 1 BR + 1 BA745 SF1 BR + 1 BA746 SF1 BR + 1 BA972 SF2 BR + 2 BA747 SF1 BR + 1 BA747 SF1 BR + 1 BA452 SFSTUDIO515 SFSTUDIO800 SF1 BR + 1 BA800 SF1 BR + 1 BA800 SF1 BR + 1 BAH. KEEPTELE. ELEC. LAUNDRY ELEVATOR LOBBY24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" 18,938 GSF (17,340 FAR GSF) UNIT MIX: STUDIO: ONE BEDROOM - S: ONE BEDROOM - L: TWO BEDROOM: TOTAL 4 10 4 3 21 CORRIDORCORRIDORCORRIDOR STAIR 2 STAIR 3 STAIR 1 509 SF STUDIO496 SFSTUDIO697 SF1 BR + 1 BAArchitecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 5 Level 5-7 Floor plan - Assisted Living CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 369 of 445 H 1 2 3 4 5 6 7 8 A B C D E F G 746 SF 1 BR + 1 BA 573 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 737 SF 1 BR + 1 BA 746 SF 1 BR + 1 BA 934 SF 2 BR + 2 BA 1137 SF 2 BR + 2 BR 816 SF 1 BR + 1 BA745 SF1 BR + 1 BA746 SF1 BR + 1 BA972 SF2 BR + 2 BA747 SF1 BR + 1 BA747 SF1 BR + 1 BA434 SFSTUDIO490 SFSTUDIO800 SF1 BR + 1 BA800 SF1 BR + 1 BA800 SF1 BR + 1 BA24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" 18,938 GSF (16,817 FAR GSF) UNIT MIX: STUDIO: ONE BEDROOM - S: ONE BEDROOM - L: TWO BEDROOM: TOTAL 3 10 4 3 20 511 SF STUDIO ELEVATOR LOBBY CORRIDORCORRIDOR STAIR 3 STAIR 1 CORRIDOR707 SF1 BR + 1 BADOG RUN Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 8 Level 8 Floor Plan - Independent Living CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 370 of 445 TEC. TABLED.W.REF.36"X28"75" LED TVH 1 2 3 4 5 6 7 8 A B C D E F G 586 SF STUDIO 746 SF 1 BR + 1 BA 934 SF 2 BR + 2 BA 1117 SF 2 BR + 2 BR 816 SF 1 BR + 1 BA 746 SF1 BR + 1 BA972 SF2 BR + 2 BAELEVATOR LOBBY24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3"16'-3"32'-8"26'-2"27'-10"27'-0"27'-0"26'-9" 17,271 GSF (15,691 FAR GSF) UNIT MIX: STUDIO: ONE BEDROOM - S: ONE BEDROOM - L: TWO BEDROOM: TOTAL 3 6 4 3 16 ELEVATOR LOBBY CORRIDOR STAIR 2 STAIR 3 STAIR 1 PANTRY CORRIDOR746 SF1 BR + 1 BA749 SF1 BR + 1 BA749 SF1 BR + 1 BA715 SF1 BR + 1 BA436 SFSTUDIO818 SF1 BR + 1 BA803 SF1 BR + 1 BA803 SF1 BR + 1 BA484 SFSTUDIOEXTENT OF RAISED ROOF -10'-0" ROOF DECK Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 20171" = 25'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 9 Level 9 Floor Plan - Independent Living CONDOR PARTNERS, LLC SOLERA SENIOR LIVING N 371 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" H LEVEL B1 -10'-0" A B C D E F GA.7 10'-8"11'-8"11'-8"10'-8"10'-8"10'-8"10'-8"10'-8"14'-4"13'-10"10'-0"PARKING PARKING INDEPENDENT LIVING 24'-3"29'-0"27'-0"27'-0"27'-0"27'-0"33'-3" MEP ELEV OVERRUN 104'-10" ZONING HEIGHTINDEPENDENT LIVING ASSISTED LIVING ASSISTED LIVING ASSISTED LIVING ASSISTED LIVING MEMORY CARE AMENITY AMENITY / PARKING PROPERTY LINE SCREEN WALL BEYOND PARAPET WALL GLASS & METAL WINDOWS BRICK COLUMN COVERED DROP OFF STUCCO EXIT STAIRS PROPERTY LINE LANDSCAPE AREA TRAIN RIGHT OF WAY ALLEY 16'-0" BRICK STONE10'-2"Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 10 North-South Building Section CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 372 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" 1 2 3 4 5 6 7 LEVEL B1 -10'-0"10'-8"11'-8"11'-8"10'-8"10'-8"10'-8"10'-8"10'-0"27'-0"27'-0"27'-10"26'-2"32'-8"16'-3" LOBBY PARKING AMENITIES PARKING PARKING LOADING DOCK RAMP AMENITY ELEV OVERRUN INDEPENDENT LIVING ASSISTED LIVING ASSISTED LIVING ASSISTED LIVING ASSISTED LIVING MEMORY CARE PROPERTY LINE T/ AMENITY ROOF (SEE PLAN) GREEN ROOF PARAPET WALL GLASS & METAL WINDOWS BRICK PROPERTY LINE RIDGE AVENUE TRAIN RIGHT OF WAY10'-8"14'-4"13'-10"104'-10"INDEPENDENT LIVINGKITCHEN RAILWAY RIGHT OF WAY ROOF DECK13'-8"Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 140211815 OAK AVENUE Evanston, Illinois 11 East-West Building Section CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 373 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" 12345678 LEVEL B1 -10'-0" 2.82.7 10'-0"13'-10"14'-4"10'-8"10'-8"10'-8"10'-8"10'-8"11'-8"11'-8"10'-8"SKEWED SKEWED 115'-6"STUCCO BRICK STONE STONE EXTERIOR RAILING BRICK Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 Author 140211815 OAK AVENUE Evanston, Illinois 20 NORTH ELEVATION CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 374 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" H LEVEL B1 -10'-0" ABCDEFGA.7 10'-8"11'-8"11'-8"10'-8"10'-8"10'-8"10'-8"10'-8"14'-4"13'-10"10'-0"104'-10"SKEWED SKEWED BRICK STUCCO BRICK CAST STONE STUCCO STONE BRICK STUCCO Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 AJM 140211815 OAK AVENUE Evanston, Illinois 21 EAST ELEVATION CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 375 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" 1 2 3 4 5 6 7 8 LEVEL B1 -10'-0"10'-8"11'-8"11'-8"10'-8"10'-8"10'-8"10'-8"10'-8"14'-4"13'-10"10'-0"115'-6"104'-10"BRICK STONE STUCCO BRICK STONE STUCCO STONE GLASS RAILING ROOF DECK Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 Author 140211815 OAK AVENUE Evanston, Illinois 22 SOUTH ELEVATION CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 376 of 445 T/ROOF 104'-10" LEVEL 2 13'-10" LEVEL 3 28'-2" LEVEL 4 38'-10" LEVEL 5 49'-6" LEVEL 6 60'-2" LEVEL 7 70'-10" LEVEL 8 81'-6" LEVEL 9 93'-2" T/OVERRIDE 115'-6" LEVEL 1 0" H LEVEL B1 -10'-0" A B C D E F GA.7 10'-8"11'-8"11'-8"10'-8"10'-8"10'-8"10'-8"10'-8"14'-4"13'-10"10'-0"EXTERIOR RAILING 115'-6"FIRE DEPARTMENT CONNECTIONS, SEE NOTES ON G010 BRICK STONE STUCCO STONE BRICK STONE STUCCO STONE Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 2017 1" = 20'-0" June 19, 2019 Author 140211815 OAK AVENUE Evanston, Illinois 23 WEST ELEVATION CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 377 of 445 Architecture + Planning Hirsch Associates LLC © HIRSCH ASSOCIATES, LLC 201703 APRIL, 2019 Author 140211815 OAK AVENUE Evanston, Illinois E Area Calculations CONDOR PARTNERS, LLC SOLERA SENIOR LIVING 1815 OAK AVENUE - 19 JUNE 2019 (Max FAR in D4 is 5.4) HIRSCH ASSOCIATES (IL) = Independent Living, (AL) = Assisted Living, (ALCI) = Assisted Living Cognitive Impairment, (MC) = Memory Care Available SITE AREA: 33,728 SF 182,131 SF FAR USED 4.47 144,415 SF 37,716 FLR USE # OF # OF Parking Elevators Mechanical TOTAL FAR GSF PARKING SINGLE DOUBLE STUDIO 1BR+1BA 1BR+1BA 2BR+2BA TOTAL SUB - #UNITS BEDS GROSS Loading Stairs Acessory SPACES + 1 BA + 1.5 BA SMALL SMALL LARGE TOTALS 420 SF 422 SF 747 SF 821 SF 983 SF 392 SF 418 SF 740 SF 917 SF UPPER ROOF EL.+115 '-6 " 704 SF 408 SF 719 SF 794 SF ROOF*EL.+104 '-10 "10 '-8 "650 SF 564 SF 726 SF 0 SF 598 SF 9 APARTMENTS (IL)2 EL.+ 93 ' - 2 " 11 ' - 8 " 16 16 17,271 SF 0 SF 1,058 SF 522 SF 1,580 SF 15,691 SF (IL)3 6 4 3 16 8 APARTMENTS (IL)1 EL.+ 81 ' -6"" 11 ' - 8 " 20 20 18,414 SF 0 SF 1,057 SF 540 SF 1,597 SF 16,817 SF (IL)3 10 4 3 20 43 (IL) 7 APARTMENTS (AL)3 EL.+ 70 ' -10 " 10 ' - 8 " 21 21 18,938 SF 0 SF 1,033 SF 565 SF 1,598 SF 17,340 SF (AL)4 10 4 3 21 6 APARTMENTS (AL)2 EL.+ 60 ' - 2 " 10 ' - 8 " 21 21 18,938 SF 0 SF 1,033 SF 565 SF 1,598 SF 17,340 SF (AL)4 10 4 3 21 5 APARTMENTS (AL)1 EL.+ 49 ' - 6 " 10 ' - 8 " 21 21 18,938 SF 0 SF 1,033 SF 565 SF 1,598 SF 17,340 SF (AL)4 10 4 3 21 4 APARTMENTS (AL)2 EL.+38 '-10 "10 '-8 "21 0 18,938 SF 0 SF 1,033 SF 565 SF 1,598 SF 17,340 SF (ALCI)0 0 4 10 4 3 21 84 (AL) 3 APARTMENTS (MC) 1 EL.+28 '-2 "10 '-8 "33 0 20,580 SF 0 SF 1,069 SF 365 SF 1,434 SF 19,146 SF (MC)0 0 33 0 0 0 33 33 (MC) 2 AMENITY/ APT.(IL) EL.+ 13' -10 " 14 ' - 4 " 7 8 22,303 SF 0 SF 1,212 SF 108 SF 1,320 SF 20,983 SF (IL)0 0 3 2 1 1 7 (IL) 1 LOBBY/PARKING/LOADING EL.+ 0 ' - 0 " 13 ' -10 " 19,353 SF 8,570 SF 1,702 SF 2,041 SF 12,313 SF 7,040 SF 20 0.00% 0.00% 36.25% 36.25% 15.63% 11.88% 100.00% B1 PARKING EL.+ -10 ' - 0 " 10 ' - 0 " 22,921 SF 19,607 SF 862 SF 812 SF 21,281 SF 1,640 SF 50 160 107 197,244 SF 28,177 SF 11,656 SF 7,374 SF 45,917 SF 150,677 SF 70 0 0 58 58 25 19 160 NOTES:43.75% * Zoning height = 105'-0" ** PARKING REQUIREMENTS FOR SENIOR LIVING: 1 parking space per 4 employees:100 =20 1 parking space per 4 rooming units:33 =7 1 parking space per 3 dwelling units:127 =43 70 APARTMENTS AREA EXCLUDED FAR ALLOWED ELEVATION ABOVE LOBBY FLR/FLR 5.40 378 of 445 DRAFT- NOT APPROVED Page 1 of 4 Plan Commission Minutes 7/24/19 MEETING MINUTES PLAN COMMISSION Wednesday, July 24, 2019 7:00 P.M. Evanston Civic Center, 2100 Ridge Avenue, James C. Lytle Council Chambers Members Present: Peter Isaac (Vice-Chair), Terri Dubin, Carol Goddard, Andrew Pigozzi, Jane Sloss Members Absent: Colby Lewis, Jennifer Draper, George Halik Staff Present: Scott Mangum, Planning and Zoning Manager Meagan Jones, Neighborhood and Land Use Planner Hugh DuBose, Assistant City Attorney Presiding Member: Vice-Chairman Isaac 1. CALL TO ORDER / DECLARATION OF QUORUM Vice-Chair Isaac called the meeting to order at 7:00 P.M. 2. APPROVAL OF MEETING MINUTES: July 10, 2019 Commissioner Goddard suggested a minor edit to the minutes. Commissioner Goddard then made a motion to approve the minutes as amended, seconded by Commissioner Sloss. The Commission voted unanimously, 5-0, to approve the minutes of July 10, 2019 as amended. 3. NEW BUSINESS A. Major Adjustment to Planned Development 1815 Oak Avenue 19PLND-0039 Michael McLean, applicant, submits for a major adjustment to a planned development originally approved by ordinance 47-O-16. The adjustment includes an increase in FAR to 4.47 (originally approved at 4.35 and subsequently reduced via a Minor Adjustment to 3.97 in 2017), an increase in parking spaces from 67 to 70 (including 2 compact spaces), an increased side yard setback (south) from 4 feet to 5 feet, and a reduction of dwelling units from 102 to 43 (for a reduced total of 161 units/rooms from 163), eliminating the site development allowance for maximum number of dwelling units. The property is located in the D4 Downtown Transition District. 379 of 445 DRAFT- NOT APPROVED Page 2 of 4 Plan Commission Minutes 7/24/19 Vice-Chair Isaac made a statement explaining when the project was initially reviewed, he recused himself from the proceedings due to concern of a possible conflict of interest with the development entities and the firm he works for. He stated that the firm no longer represents that entity and the conflict is no longer an issue. Mr. Bernard Citron, Thompson Coburn, stated that the entity Vice-Chair Isaac referred to is no longer a part of the project. Ms. Jones provided an overview of the proposed adjustment explaining what was initially approved and changes that have occurred to the proposal to this point. Mr. Citron then provided a brief introduction to the project and the principals. Mr. Michael McLean, Condor Partners, gave an explanation of why the adjustment was being sought. He stated that the Assisted Living with Cognitive Impairment use is removed, and that the parking level has been moved to a level below ground creating the lower building height. Mr. McLean then added that the management partner has been replaced with Solaris Senior Living, which has more experience in the Chicagoland area. Vice-Chair Isaac opened the public hearing to questions from the Commission. Commissioner Halik inquired about the construction schedule for the project and funding for the project. Mr. McLean explained that funding is being finalized and the development team is working with AEW Capital. The foundation permit is being reviewed and a general contractor has been secured. September groundbreaking is the goal. Commissioner Goddard asked what assurance there is that the request will result in a building being constructed. Mr. McLean responded that the project is funded and working with the original partner caused delays in progress. That partner has changed and the project is now able to move forward. Commissioner Goddard then expressed that neighbors have concern regarding another building currently under construction at 1727 Oak and construction happening concurrently. Mr. McLean responded that the team has been communicating with the church south of the site as well as with Trammel Crow. Their project is currently under construction, nearing the point of topping off. The construction progress for each project is at a different point. He added that a community meeting will be held prior to beginning construction to inform neighbors of what will be happening. A construction management plan has been completed and approved. Commissioner Goddard inquired about Mt. Zion Church to the south of the project site. 380 of 445 DRAFT- NOT APPROVED Page 3 of 4 Plan Commission Minutes 7/24/19 Mr. McLean stated that an agreement with the church has been completed and they will continue to work with the church going forward. Vice-Chair Isaac asked if the change with the parking garage will change traffic pattern. Mr. McLean responded that there will be no change as it relates to Ridge Ave. Rollover curb and signage exists in alley to keep non-emergency vehicles from using it to go to and from Ridge Ave. The ground level entry area is largely similar with minor changes. Vice-Chair Isaac then referred to drop-off area safety which was mentioned when the project was initially reviewed. Mr. McLean responded that the drop-off area is a bit safer since the loading area has been moved away from the drop-off entrance. Vice-Chair Isaac then asked for clarification on the assisted living units. Mr. McLean explained that there will be no assisted living with cognitive impairment. The memory care units are smaller and with their removal and increasing other units, the FAR increased slightly due to larger units. The dwelling unit decrease comes from the removal of kitchens within a number of units, specifically the assisted living units. Kitchens were originally planned in those units but were found to be unnecessary. Vice-Chair Isaac inquired about how the change in units will affect the number of employees. Mr. McLean stated that a reduced number of employees will be needed. Ms. Jones added that, for the purposes of determining parking, the same number of employees was used in calculations for both the approved and revised parking requirements. Commissioner Sloss asked how access will be handled on the memory care floor. Mr. McLean stated access to and from that floor will be restricted and will be a self- contained floor with a dining area, kitchen, art/activity room, beauty salon and staff to help with daily living activities Commissioner Sloss then inquired about the change in design specifically with the terraces. Mr. McLean replied that those spaces will be a bit more open from what was previously approved. Those areas will be very programmed and timed for residents on those floors. Commissioner Sloss then asked about the natural elements within the terrace areas. Mr. McLean responded that there are a number of outdoor spaces planned for the site, including two small pocket parks with garden areas and planters, a large second floor terrace, and a rooftop patio for independent living units. Commissioner Pigozzi inquired about access to the entry where a canopy previously existed and access to and from Ridge Avenue. Mr. McLean responded there will be a change in material, and a grade change with a rollover curb within the alley. Only emergency vehicle access will be permitted to enter and exit the alley going to Ridge Ave. Mr. McLean stated that pedestrians would be able to access Oak Ave. using sidewalk areas that go through the property and remove the need to cut through the church parking lot. 381 of 445 DRAFT- NOT APPROVED Page 4 of 4 Plan Commission Minutes 7/24/19 Vice-Chair Isaac then opened the hearing to questions from the public. Hearing none, he then asked for testimony from the public. Hearing none, he then closed the hearing and asked for questions and comments from the Commission. Hearing none, Vice-Chair Isaac asked for closing statements. Mr. Citron asked that the Commission adopt the findings since the project is equal or lesser to what was originally recommended for approval by the Commission. There are more parking spaces and programming is larger similar. The Commission then reviewed the relevant standards for approval for the planned developments and found that it met applicable standards. Commissioner Goddard made a motion to recommend approval the major adjustment as presented. Commissioner Sloss seconded the motion. A roll call vote was taken and the motion passed, 5-0. Ayes: Goddard, Halik, Isaac, Pigozzi, Sloss Nays: 4. PUBLIC COMMENT There was no public comment. 5. ADJOURNMENT Commissioner Pigozzi made a motion to adjourn the meeting. Commissioner Goddard seconded the motion. A voice vote was taken and the motion was approved by voice vote 5-0. The meeting was adjourned at 7:47 pm. Respectfully Submitted, Meagan Jones Neighborhood and Land Use Planner Community Development Department 382 of 445 For City Council Meeting of August 5, 2019 Item A23 Ordinance 76-O-19, Amending Various Portions of the Evanston Liquor Code For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Hugh DuBose, Assistant City Attorney Subject: Ordinance 76-O-19, Amending Various Sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) Date: July 15, 2019 Recommended Action: The Liquor License Commissioner recommends City Council adoption of Ordinance 76 - O-19, amending various Sections of City Code Section 3-4-6 (“the Evanston Liquor Code”) by (1) updating the definitions of “combination restaurant/package store” and University Area; (2) adding the definition of a “commercial recreation facility;” (3) changing the location restriction and fee associated with a Class V License; (4) amending the Class W license to permit alcohol sale at outdoor recreat ional facilities; and (5) removing the Class X license as the same activities are now included in the definition of a commercial recreation facility. Livability Benefits: Economy & Jobs: Retain and expand local businesses Summary: Ordinance 76-O-19 proposes the following updates to the Evanston Liquor Code: 1. Definition changes: a. The definition of “combination restaurant/package store” is updated to permit the sale of liquor and beer. The previous version of the definition errantly only permitted the sale of wine. Combination stores are permitted under the Class F license, but the City does not have any current combination restaurant/package stores with a Class F liquor license. b. The definition of the University Area is updated to include the U2 University zoning district. This section of the University includes the University area around Ryan Field, Welsh-Ryan Arena, and Rocky and Bernice Miller Park. This area was previously left out of the definition of the University Area in the Evanston Liquor Code . Updating the definition is necessary to prevent buildings in the U2 University District from being unintentionally eligible for licenses other than the Class R license(s). This change does not affect or circumvent the proposed new R-1 Class license in 51-O-19, which is currently tabled by Council. Memorandum 383 of 445 2. Class V (Music Venue) License changes: a. Currently Class V Licenses are restricted to the “core area” of Evanston. However, Evanston’s only live music venue, SPACE, is outside of the “core area.” This proposed update removes the “core area” location restriction and requires all music venues that can obtain zoning approval at their location to obtain a Class V License. b. The Class V fees of $8,000 per year are disproportional to the fees compared with other licenses, for example the yearly license fee for a movie theatre is $5,000 and the fee for a Commercial Recreation Facility is $2,500. Additionally, while not approved, the proposed fee for the R-1 license is also $4,000. This proposed change would reduce the fee for a Class V license from $8,000 to $4,000. The City expects SPACE to be the only entity eligible for this license at this time. 3. Class W Commercial Recreation Facility change: a. Currently, the Class W license only permits service of alcohol at indoor commercial recreation facilities. Canal Shores has approached the City regarding selling alcohol on its golf course. The proposed changes would eliminate the “indoor” requirement and allow the sale of alcohol at all commercial recreation facilities that are not located within the University Area. b. Current City of Evanston Class W license holders include the Sports Dome and Little Beans. 4. Removal of the Class X License change: a. The Class X License permits Arts and Craft facilities to serve alcohol. In updating the Class W license, Ordinance 76-O-19 now includes “arts and craft facilities” to the definition of “Commercial Recreation Facilities,” thus eliminating the need for a Class X License. b. The City does not have any active Class X licenses at this time. Legislative History: The LCRB discussed the updates to the Liquor Code contained in 76-O-19 during the July 12, 2019 LCRB meeting. Attachments: Ordinance 76-O-19 Minutes of the July 12, 2019 Liquor Control Review Board meeting 384 of 445 7/16/2019 76-O-19 AN ORDINANCE Amending Various Portions of the City of Evanston Liquor Code NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: Definitions Table, Section 3-4-1 of the Evanston City Code of 2012, as amended, is hereby further amended and revised as follows: COMBINATION RESTAURANT/PACKAGE STORE. An entity under single ownership and management, containing a restaurant which sells alcoholic liquor and a package store which sells wine, beer or liquor only in original packages for consumption off the premises, operated as a single unit under one (1) roof in the retail package store area. COMMERCIAL RECREATION FACILITY A commercial recreation facility is a place, structure, or other facility whose primary business purpose is to provide space for the public to participate in sport, art, or craft activities. Examples of a commercial recreation facility include tennis, ball, racquet or other courts; swimming pools; bowling alleys; golf courses; and arts and crafts studios. A commercial recreation facility does not include any commercial operations where the sale of food or alcohol is the primary purpose of the business as well as theaters; music venues; cultural facilities, such as museums; skateboarding courses; go-cart or motorcycle courses; stadiums; marinas; night club; overnight camping; gun firing ranges; or any other use that is covered by another license in the Code. 385 of 445 76-O-19 ~2~ University Area That area of the City east of the east line of Sheridan Road and south of the south line of Lincoln Street, extended to the lake shore and northeasterly of the northeasterly line of that portion of Sheridan Road running in a generally northwesterly and southeasterly direction south and east of the intersection of Sheridan Road at Chicago Avenue, and such line created thereby extended to the lake shore, but excepting therefrom a corridor having a depth of one hundred fifty (150) feet bounded by the north, south and west lines of said described area. Additionally, the University Area includes the property owned by Northwestern University located north of Central Street; south of Isabella Street; east of the alley running north to south between Ashland and Eastwood Avenue and west of Asbury Avenue. SECTION 2: Class L, V, W, and X of Table 1, Section 3-4-6 of the Evanston City Code of 2012, as amended, is hereby further amended and revised as follows: Class Type Consume on site Consume off site Initial Fees Renew Fees Licenses Location Limit Permitted Hours to sell alcohol V Live Music Venues Liquor None $8,000 $4,000 $8,000 $4,000 0 Core As permitted by Title 6 of the City Code 4 p.m. — 2 a.m. (Mon- Thurs); 4 p.m. — 3 a.m. (Fri-Sun) 386 of 445 76-O-19 ~3~ W Commercial Indoor Recreation Facility Beer/Wine Liquor None $2,500 $2,500 2 Facilities in the University District are not eligible for a Class W License 12 p.m. — 9 p.m. (Mon- Fri); 11:30 a.m. — 10 p.m. (Sat-Sun) X Arts and Crafts Studio Beer/Wine None $1,500 $1,575 1 None 12 p.m. — 9 p.m. (Mon- Fri); 11:30 a.m. — 10 p.m. (Sat-Sun) SECTION 3: Subsection 3-4-6-(V) of the Evanston City Code of 2012, as amended, is hereby further amended by reducing the cost of the license to read as follows: (V) CLASS V licenses, which shall authorize the sale of alcoholic liquor for consumption on the premises where sold, when such premises is operated for the primary purpose of presenting live musical performances, for compensation. Patrons may be served at tables or at a bar installed to accommodate such service. Such licenses may be issued only to establishments located in the core area. The meaning of "core area" and live musical performance shall be as defined in Section 3-4-1 of this Chapter. 1. The sale of alcoholic liquor shall not take place between the hours of 2:00 a.m. and 4:00 p.m., except that sales may be made up to 3:00 a.m., on Friday, Saturday, Sunday mornings and up to 3:00 a.m., on the mornings of January 1, Memorial Day, July 4, Labor Day, and Thanksgiving. 2. The sale of alcoholic liquor shall not take place more t han two (2) hours before a live performance begins, nor more than two (2) hours after the end of a live performance. The applicant for the renewal only of such licenses may elect to pay the amount herein semiannually. Such election shall be made at the time of application. 387 of 445 76-O-19 ~4~ The annual single payment fee for initial issuance or renewal of such license shall be eight four thousand dollars ($8,000.00$4,000.00). The total fee required hereunder for renewal applicants electing to make semiannual payments, payable pursuant to the provisions of Section 3-4-7 of this Chapter, shall be eight four thousand four hundred ($8,400.00$4,000.00). No more than zero (0) such license(s) shall be in force at any one (1) time. SECTION 4: Subsection 3-4-6-(W) of the Evanston City Code of 2012, as amended, is hereby further amended by permitting outside commercial recreation facilities to sell alcohol to read as follows: (W) CLASS W licenses, which shall authorize the sale of beer and wine for consumption at a commercial indoor recreation facility, is limited to patrons of at least twenty-one (21) years of age. Such commercial indoor recreation facility liquor licenses shall be issued subject to the following conditions: 3. Licensees who offer servings of beer or, wine, or liquor for retail sale shall provide expanded food service which includes such items as sandwiches, flatbreads, empanadas, hot dogs, salads, or other similar a la carte items to customers who are purchasing beer or wine. Licensees may arrange for the presence and operation of a mobile food vehicle on or adjacent to the licensed premises during authorized hours of business to serve food to customers. Only mobile food vehicle vendors licensed pursuant to Title 8, Chapter 23 of the City Code shall be allowed to be pr esent and operate. Licensees required to provide expanded food service shall comply with all applicable requirements of Title 8, Chapter 6 of the City Code. 4. Each serving must not exceed five (5) fluid ounces for wine and twelve (12) fluid ounces for beer. 5. Class W licensees must have at least one (1) BASSET -certified site manager on-premises whenever beer or wine is available for on -site consumption. All persons who sell, open, pour, dispense or serve beer or wine shall be BASSET certified. Class W licensees must provide food service whenever beer or wine is available for on -site consumption, in accordance with the specifications applicable to retail sale for on -site consumption. The licensee is strictly liable for complying with all provisions regarding food service. Beer or wine for retail sale for on -site consumption shall be sold and dispensed only in plastic containers provided by the licensee. Beer or wine sold within the licensed premises for consumption on the premises shall not be removed from the licensed premises. No alcoholic liquor shall be brought onto the licensed 388 of 445 76-O-19 ~5~ premises or consumed on the licensed premises other than the beer or wine sold at retail. . 6. The sale of beer or, wine, or liquor shall only take place from 11:00 a.m. to 12:00 a.m., Monday through Saturday and from 12:00 p.m. to 12:00 a.m. on Sunday. No beer or wine may be consumed on the premises after 12:00 p.m. on any given day. 7. Every employee of a Class W licensee who participates in the sale of beer or wine, pursuant to this license class, must be BASSET -certified. 8. Commercial Recreational Facilities in the University District are not eligible for a Class W License. The applicant for the renewal only of such licenses may elect to pay the amount herein required semiannually or annually. Such election shall be made at the time of application. The annual single payment fee for initial issuance or renewal of such license shall be two thousand five hundred dollars ($2,500.00). The total fee required hereunder for renewal applicant s electing to make semiannual payments, payable pursuant to the provisions of Section 3-4-7 of this Chapter, shall be two thousand six hundred twenty -five dollars ($2,625.00). SECTION 5: Subsection 3-4-6-(X) of the Evanston City Code of 2012, as amended, is hereby further amended by removing the Class X license to read as follows: (X) Reserved CLASS X licenses, which authorizes the sale of beer and wine for consumption at an arts and crafts studio, is limited to patrons of at least twenty -one (21) years of age. Such arts and crafts studio liquor licenses are issued subject to the following conditions: 1. An arts and crafts studio is defined as a place kept, used, maintained, advertised, or held out to the public as a place in which the public may participate in activities that include painting, ceramics, woodworking, and craft design and construction projects utilizing fibers, metals, wood, or glass. Power cutting tools or hazardous equipment cannot be used by patrons or staff while consuming alcohol. 2. The sale and service of alcoholic beverages to a patron can only be a complement and be accessory to the patron's participation in craft -making 389 of 445 76-O-19 ~6~ activities. Alcoholic beverages cannot be sold or served at any time when a craft-making session is not in actual ope ration. 3. Licensees who offer servings of beer or wine for on -site consumption must provide limited food service such as cheese, crackers, snack food or other similar deli-style items to customers who are purchasing beer or wine. 4. Licensees must not provide more than three (3) servings of beer or wine to any person in a day. Each serving must not exceed five (5) fluid ounces for wine and twelve (12) fluid ounces for beer. 5. Class X licensees must have at least one (1) BASSET -certified site manager on-premises whenever beer or wine is available for on -site consumption. All persons who sell, open, pour, dispense or serve beer or wine must be BASSET certified. Class X licensees must provide food service whenever beer or wine is available for on -site consumption, in accordance with the specifications applicable to retail sale for on -site consumption. The licensee is strictly liable for complying with all provisions regarding food service. Beer or wine for retail sale for on-site consumption must be sold and dispens ed only in plastic containers provided by the licensee. Beer or wine sold within the licensed premises for consumption on the premises must not be removed from the licensed premises. No alcoholic liquor will be brought onto the licensed premises or consume d on the licensed premises other than the beer or wine sold at retail. 6. The sale of beer or wine must only take place from 12:00 p.m. to 9:00 p.m., Monday through Friday and from 11:30 a.m. to 10:00 p.m., Saturday through Sunday. No beer or wine may be con sumed on the premises after 10:30 p.m. on any given day. 7. Every employee of a Class X licensee who participates in the sale of beer or wine, pursuant to this license class, must be BASSET -certified. The applicant for the renewal only of such licenses may e lect to pay the amount herein required semiannually or annually. Such election must be made at the time of application. The annual single payment fee for initial issuance or renewal of such license is one thousand five hundred dollars ($1,500.00). The total fee required hereunder for renewal applicants electing to make semiannual payments, payable pursuant to the provisions of Section 3 -4-7 of this Chapter, is one thousand five hundred seventy -five dollars ($1,575.00). No more than one (1) such license (s) will be in force at any one (1) time. SECTION 6: The findings and recitals contained herein are declared to be 390 of 445 76-O-19 ~7~ prima facie evidence of the law of the City and must be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. SECTION 7: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 8: This ordinance must be in full force and effect after its passage, approval, and publication in the manner provided by law. SECTION 9: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity must not affect other provisions or applications of this ordinance that can be given effect without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. Introduced: _______________, 2019 Adopted: _________________, 2019 Approved: ___________________________, 2019 ________________________________ Stephen H. Hagerty, Mayor Attest: ______________________________ Devon Reid, City Clerk Approved as to form: ________________________________ Michelle L. Masoncup, Corporation Counsel 391 of 445 For City Council Meeting of August 5, 2019 Item A24 Ordinance 63-O-19, Craft Alcohol Production Facilities For Action To: Honorable Mayor and Members of the City Council Planning and Development Committee From: Johanna Leonard, Community Development Director Scott Mangum, Planning and Zoning Manager Meagan Jones, Neighborhood and Land Use Planner Subject: Ordinance 63-O-19, Craft Alcohol Production Facilities, 19PLND-0066 Date: July 15, 2019 Recommended Action: The Plan Commission and staff recommend City Council adoption of a Zoning Ordinance Text Amendment to revise language in the definition of Craft Alcohol Production Facilities. Livability Benefits: Economy & Jobs: Retain and Expand Local Businesses Background: At the June 10, 2019 City Council meeting, a number of changes were made to Title 3, Chapter 4 of the City Code (Liquor Control Regulations) including, but not limited to, allowing establishments licensed as brewpubs and craft brewers to sell alcohol that was produced off-site and permitting alcohol manufacturers to produce more alcohol than is currently permitted under the class P craft distillery license. These changes affect the current zoning regulations for Craft Alcohol Production Facilities, which are defined as follows: A commercial facility that: (1) produces beer, wine, or other alcoholic liquor in quantities compliant with all applicable local, State, and Federal regulations; and (2) includes an accessory tasting room in zoning districts where the facility is a Special Use. A tasting room is only permitted to allow customers to taste samples of products manufactured on-site and purchase related sales items. Sale of alcohols manufactured off-site are prohibited. A Craft Alcohol Production Facility may have a Type 1 Restaurant as an accessory use. Memorandum 392 of 445 2 Proposal Overview: Staff is proposing to amend the Zoning Ordinance, specifically Section 6-18-3. DEFINITIONS, to revise language relating to Craft Alcohol Production Facilities. Revisions will consist of the following: CRAFT ALCOHOL PRODUCTION FACILITY: A commercial facility that: (1) produces beer, wine, or other alcoholic liquor in quantities compliant with all applicable local, state, and federal regulations; and (2) includes an accessory tasting room in zoning districts where the facility is a Special Use. A tasting room is only permitted to serve alcohol as permitted by Title 3, Chapter 4 of the Evanston City Code of 2012, as amended (Liquor Control Regulations) allow customers to taste samples of products manufactured on-site and purchase related sales items. Sale of alcohols manufactured off-site are prohibited. A Craft Alcohol Production Facility may have a Type 1 Restaurant as an accessory use. No changes are proposed to the Brew Pub definition, as the zoning ordinance does not limit brew pubs from the sale of alcohols manufactured off site. The proposed Zoning Ordinance Text Amendment to revise the language in the definition of Craft Alcohol Production Facilities meets the standards for approval of amendments per Section 6-3-4-5 of the City Code. The proposal is consistent with the goals of the Comprehensive Plan to maintain the appealing character of Evanston’s neighborhoods while guiding their change as well as retain and as well as promoting the growth and redevelopment of business, commercial, and industrial areas. The proposed text amendment will not have any adverse effects on the values of the properties near this use and will ensure that there is consistency within existing zoning code regulations and the City’s recently updated liquor code as outlined in Title 3 Chapter 4. Legislative History: July 10, 2019 – The Plan Commission voted 6-0 to recommend approval of the proposed text amendment. Attachments: Proposed Ordinance 63-O-19 Link to Plan Commission Packet for 7/10/2019 Draft Plan Commission Minutes for the 7/10/2019 Meeting 393 of 445 6/10/2019 63-O-19 AN ORDINANCE Amending Various Portions of the City of Evanston Zoning Ordinance to Updated the Definition of Craft Alcohol Production Facility NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: Section 6-18-3, “Definitions,” of the Evanston City Code of 2012, as amended, is hereby amended as follows: CRAFT ALCOHOL PRODUCTION FACILITY: A commercial facility that: (1) produces beer, wine, or other alcoholic liquor in quantities complaint with all applicable local, state, and federal regulations; and (2) includes an accessory tasting room in zoning districts where the facility is a Special Use. A tasting room is only permitted to serve alcohol as permitted by Title 3, Chapter 4 of the Evanston City Code of 2012, as amended (Liquor Control Regulations) allow customers to taste samples of products manufactured on -site and purchase related sales items. Sale of alcohols manufactured off -site are prohibited. A Craft Alcohol Production Facility may have a Type 1 Restaurant as an accessory use. SECTION 2: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and must be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. SECTION 3: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 4: This ordinance must be in full force and effect after its passage, approval, and publication in the manner provided by law. 394 of 445 63-O-19 ~2~ SECTION 5: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity must not affect other provisions or applications of this ordinance that can be given effect without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. Introduced: _______________, 2019 Adopted: _________________, 2019 Approved: ___________________________, 2019 ________________________________ Stephen H. Hagerty, Mayor Attest: ______________________________ Devon Reid, City Clerk Approved as to form: ________________________________ Michelle L. Masoncup, Corporation Counsel 395 of 445 DRAFT- NOT APPROVED Page 1 of 4 Plan Commission Minutes 6/12/19 MEETING MINUTES PLAN COMMISSION Wednesday, July 10, 2019 7:00 P.M. Evanston Civic Center, 2100 Ridge Avenue, James C. Lytle Council Chambers Members Present: Colby Lewis (Chair), Peter Isaac (Vice-Chair), Terri Dubin, Carol Goddard, Andrew Pigozzi, Jane Sloss Members Absent: Jennifer Draper, George Halik Staff Present: Scott Mangum, Planning and Zoning Manager Meagan Jones, Neighborhood and Land Use Planner Presiding Member: Chairman Lewis 1. CALL TO ORDER / DECLARATION OF QUORUM Chair Lewis called the meeting to order at 7:00 P.M. 2. APPROVAL OF MEETING MINUTES: June 12, 2019 Chair Lewis suggested an edit to a statement he made regarding reviewing the minutes and video of the May 29, 2019 meeting. Commissioner Goddard made a motion to approve the minutes as amended, seconded by Commissioner Isaac. The Commission voted unanimously, 6-0, to approve the minutes of June 12, 2019 as amended. 3. NEW BUSINESS A. Text Amendment Alcohol Production Facilities 19PLND-0066 A Zoning Ordinance Text Amendment pursuant to City Code Title 6, Zoning, amending regulations relating to Craft Alcohol Production Facilities Ms. Jones provided an overview of the proposed text amendment, emphasizing that it was brought about from recent changes to Title 3 Chapter 4 of the City Code. Those changes affect the current definition of Craft Alcohol Production Facilities which, therefore, needs revision to be in line with that section of the Code. 396 of 445 DRAFT- NOT APPROVED Page 2 of 4 Plan Commission Minutes 6/12/19 Chair Lewis opened the public hearing to questions from the Commission. Hearing none, he then confirmed the proposed changes proposed to the Zoning Ordinance. Ms. Jones confirmed that while additional changes were approved to Title 3 Chapter 4, the proposed text amendment addresses those changes that directly affect the Zoning Ordinance definition of the alcohol production facilities Chair Lewis then opened the hearing to questions, then testimony, from the public. Hearing none, he then asked for comments from the Commission. Hearing none, the Commission then reviewed the standards for approval of text amendments and found that it met applicable standards. Commissioner Isaac made a motion to recommend approval of the text amendment as presented by staff. Commissioner Dubin seconded the motion. A roll call vote was taken and the motion passed, 6-0. Ayes: Dubin, Goddard, Isaac, Lewis, Pigozzi, Sloss Nays: B. Text Amendment 128-132 Chicago Ave (100 Chicago Ave) 19PLND-0064 Evanston Gateway, LLC, has applied for approval of a Major Adjustment to a Planned Development in order to add two dwelling units, for a total of 28 dwelling units, where office space currently exists in the proposed mixed-use building approved by Ordinance 61-O-18. No changes will be needed to the approved site development allowances. Mr. Mangum provided and overview of the existing planned development and the proposed adjustment to add two dwelling units, one 1-bedroom and one 2-bedroom, in place of the office and event space in the originally approved development. Chair Lewis opened the hearing up to questions from the Commission. Hearing none, he then asked if the applicant would like to speak. Ms. Katie Janke Dale, DLA Piper and legal representative for the applicant stated that the presentation provided the necessary detail and that the proposed change allows the project to move forward. She then stated that she was available for questions. Commissioner Pigozzi inquired as to whether or not the project was funded. Ms. Janke Dale replied that funding for the project is still being worked on, however, that is getting close to be complete. Commissioner Isaac stated that originally office and event space was reviewed on 397 of 445 DRAFT- NOT APPROVED Page 3 of 4 Plan Commission Minutes 6/12/19 the 2nd floor. Where will the office space go? Ms. Janke Dale stated that those uses will likely be accommodated on the ground floor. The commercial tenant does not think they will need additional space and the change removes the initial security concerns of having residential and commercial space mix. Chair Lewis asked if the gardening education will still exist. Ms. Janke Dale responded that it will still be a part of the ethos of the project it just won’t be on the second floor. Chair Lewis stated that the change does take care of the concern of commercial customers having access to residential floors. Chair Lewis opened the hearing to public testimony. Matt Rodgers stated that he was still excited for the project and it was a great move to remove the event space given the event space that will be opening down the street. Additional residences are a plus. Alderman Rainey stated that the event space mentioned will be at the former Sherwin Williams space. Chair Lewis opened the hearing to comments from the Commission. Commissioner Isaac stated that he sees the proposed change as a positive. Chair Lewis agreed, stating the additional residential is a plus. Commissioner Isaac asked for clarification on what causes the need for special use standards. Mr. Mangum explained that the planned development itself is considered a special use within the zoning district. Chair Lewis added that the Commission is looking at specifically at the proposed change not the overall previously approved development. The Commission then reviewed the standards for approval and found that the proposed adjustment meets the intent of the City’s various plans, will not have a negative effect on surrounding properties previously met standards with the original planned development’s approval. Commissioner Isaac asked for a breakdown of how the reduced required parking was calculated. Mr. Mangum stated that 2,000 square feet of the least intensive parking use can be removed from the calculation, which is now subtracted from retail use. This created a reduction in the number of required spaces to 8. The change in dwelling units creates a need of 24 spaces. The office use was removed as were the required parking associated with it. Commissioner Sloss made a motion to recommend approval of the major adjustment to 100 Chicago with 2 additional dwelling units. Seconded by Commissioner Goddard. A roll call vote was taken and the motion passed, 6-0. 398 of 445 DRAFT- NOT APPROVED Page 4 of 4 Plan Commission Minutes 6/12/19 Ayes: Dubin, Goddard, Isaac, Lewis, Pigozzi, Sloss Nays: 4. PUBLIC COMMENT There was no public comment. 5. ADJOURNMENT Commissioner Dubin made a motion to adjourn the meeting. Commissioner Isaac seconded the motion. A voice vote was taken and the motion was approved by voice vote 6-0. The meeting was adjourned at 7:39 pm. Respectfully Submitted, Meagan Jones Neighborhood and Land Use Planner Community Development Department 399 of 445 For City Council Meeting of August 5, 2019 Item A25 Business of the Council by Motion: 2019 Emergency Solutions Grant Recommendation For Action To: Honorable Mayor and Members of the City Council From: Johanna Leonard, Director of Community Development Sarah Flax, Housing & Grants Administrator Savannah Clement, Housing Policy and Planning Analyst Jessica Wingader, Grants & Compliance Specialist Subject: 2019 Emergency Solutions Grant Recommendation Date: July 29, 2019 Recommended Action: The Housing & Homelessness Commission and staff recommend City Council approval of the 2019 Emergency Solutions Grant (ESG) allocations totaling $151,731: $138,497 to two social services agencies (Connections for the Homeless and the YWCA Evanston/North Shore) that provide housing and services for individuals and families who are homeless or at risk of homelessness, and $11,380 to the City of Evanston for grant administration. Funding Source: Funding source is the City’s 2019 Emergency Solutions Grant Entitlement Allocation in the amount of $151,731 from the U.S. Department of Housing & Urban Development with individual account numbers for external agencies funded and City administrative costs. Livability Benefits: Equity & Empowerment: Ensure equitable access to community assets, support quality human service programs, and support poverty prevention and alleviation Health & Safety: Improve health outcomes, improve emergency prevention and response, enhance resiliency to natural and human hazards Summary: ESG funding will be used for the following eligible activities: essential services/street outreach, operating expenses of homeless shelters, rapid re-housing for homeless households, homeless prevention for households at high risk of homelessness, and program administration as outlined in the 2019 Action Plan, which was approved by City Memorandum 400 of 445 Council on May 13, 2019. This recommendation allocates specific dollar amounts to subrecipients for all direct services. The City of Evanston’s 2019 ESG grant is $151,731; the 2019 recommendation maintains 10% of funding for Street Outreach and 32.5% of funding for Emergency Shelter operations as allowed under ESG regulations. In keeping with HUD’s goal of prioritizing Rapid Re-Housing to implement the Housing First strategy of the Federal Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009 that reauthorized the McKinney-Vento Homeless Assistance Act, 40% of funding is allocated to that activity and 10% for Homeless Prevention. The table below shows the initial 2018 ESG allocation of funds to eligible activities, the revised allocation to increase Rapid Re-Housing based on eligible clients, and the recommendation for 2019. Funding may be shifted between Prevention and Rapid Re-housing during program implementation to assist households that are eligible for each activity, if needed. Rapid Re-housing is funded at a higher level than Prevention, following federal priorities. The chart below shows the original 2018 allocation and the revision based on greater need for rapid re-housing funds. The 2019 recommendation is based on this trend. Eligible Activities 2018 Allocation 2018 Revised Allocation 2019 Recommendation Street Outreach $ 14,602 10.0% $ 14,602 10.0% $ 15,173 10.0% Emergency Shelter $ 47,458 32.5% $ 47,458 32.5% $ 49,313 32.5% Homeless Prevention $ 21,903 15.0% $ 14,903 10.2% $ 15,173 10.0% Rapid Re-housing $ 51,108 35.0% $ 58,108 39.8% $ 60,692 40.0% Administration $ 10,952 7.5% $ 10,952 7.5% $ 11,380 7.5% Totals: $ 146,023 100.0% $ 146,023 100.0% $ 151,731 100.0% Staff recommends funding Connections for the Homeless and the YWCA Evanston/North Shore through subrecipient agreements to provide direct services consistent with the 2018 ESG allocation. Both agencies are members of the Suburban Cook County Continuum of Care, have the programmatic capacity to implement ESG activities and the administrative capacity to comply with federal regulations. The City will retain ESG Administration funds for program management and compliance. Connections for the Homeless will receive $15,173 for its Street Outreach program; $34,313 for operating support of Hilda’s Place, its Homeless Shelter; $15,173 for Homeless Prevention rent and utility assistance and case management; and $60,692 for Rapid Re-housing rental assistance; total funding of $125,351. Hilda’s Place provides housing for single adults who may be chronically homeless or have lost housing because of unemployment, eviction, foreclosure, etc. ESG funds are used for operating expenses of the shelter including rent, repairs, maintenance, and supplies. Connections also provides services including case management and meals to residents of Hilda’s Place, and to clients of its street outreach program. Case workers help clients find employment and receive benefits such as Supplemental Social Security and Social Security Disability Insurance. Medical services are provided through a 401 of 445 weekly in-house clinic and clients are referred to Erie Family Health Center, mental health providers and support programs for health services, including mental health and substance abuse. ESG funds are used for case workers and other program staff salaries and benefits. Connections for the Homeless also provides Re-housing and Prevention services. Funds are used for direct assistance in the form of rent and utilities payments, as well as case management, housing location and stabilization services. YWCA Evanston-North Shore will receive $15,000 for operating support of its 34-bed shelter facility that provides safe housing for up to 90 days for women and children who are victims of domestic violence. The YWCA provides case management, legal advocacy, crisis intervention, financial literacy and other services to help clients develop independence and self-sufficiency. The YWCA will provide housing, meals and supportive services to an estimated 140 women and children in its DV shelter in 2019. ESG funds will be used for essential supplies such as food for women and children staying in the shelter, and other operating costs. Evanston’s 2019 ESG funds will be matched on a one-to-one basis with funds from several sources including City of Evanston Mental Health Board funds, State of Illinois funds and private resources, including in-kind contributions, to meet the requirement for ESG. Tina Paden, Betty Bogg, Alderman Braithwaite, Alderman Rainey and Sarah Flax met at 3:30pm on July 26 regarding Paden Properties’ dispute with Connections for the Homeless. Paden Properties and Connections agreed to work out a resolution. Legislative History: This item was held at the July 22, 2019 Planning and Development meeting, pending a meeting between Tina Paden, Betty Bogg, Alderman Braithwaite, Alderman Rainey and staff relating to Paden Properties dispute with Connections for the Homeless. At its meeting on June 6, 2019, the Housing & Homelessness Commission voted unanimously to recommend approval of the 2019 Emergency Solutions Grant Recommendation to City Council. 402 of 445 For City Council Meeting of August 5, 2019 Item A26 Business of City by Motion: Equity & Empowerment Commission Update For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Equity & Empowerment Commission Subject: Status Report - Wealth and Opportunity Gaps Date: July 31, 2019 Recommended Action: The Equity and Empowerment Commission recommends the City Council receive this update report based on public comment and priorities identified at its subcommittee meetings and July 18, 2019 Commission meeting regarding policies and actions to begin to remedy the City’s role in historical and institutional racism and discrimination. Livability Benefits: Equity & Empowerment: Provide for meaningful community engagement; Ensure equitable access to community assets. Summary: At its June 2019 meeting, Ald. Rue Simmons requested that the Equity & Empowerment Commission assist with addressing the historical wealth and opportunity gaps that African American residents of Evanston experience. Ald. Rue Simmons sought a “Solutions Only” process to identify actions that the City of Evanston could take to implement a meaningful repair and reparations policy. The Commission created an ad hoc subcommittee and convened community meetings on July 11 and July 13 to include residents and gather public input on why Evanston should address repair and reparation, who should be involved, what actions could be taken, and what revenue sources should be considered. Both meetings were well- attended. Attendees identified five priority categories for action (History/Culture, Finance, Education, Institutions/Systems, and Power Structure) and then broke into smaller groups to prioritize actions within each category. Public input requested a related, but separate, community reconciliation initiative. City staff also provided attendees with a partial list of existing City programs and ordinances that already address specific priorities. Memorandum 403 of 445 Housing: Provide property tax relief to African-American, long-time owners of residential property in Evanston. Provide housing repair and rehabilitation assistance to African-American property owners in Evanston. Provide down payment assistance to income-qualified, African-American home purchasers in Evanston. Provide housing rental assistance to income-qualified, African-American residents in Evanston. Economic Development: Re-purpose the Gibbs-Morrison Center to provide co-working or work cooperative space for African-American entrepreneurs. Invest in workforce training for African-American Evanston residents. Provide low-interest loans for African-American Evanston entrepreneurs. The Commission requests the City Council provide any input appropriate this evening. The Commission plans to complete its work in August and make recommendation to the City Council on next steps. 404 of 445 For City Council Meeting of August 5, 2019 Item A27 Business of the City by Motion: City Council Agenda Management Process Update For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Janella Hardin, Administrative Coordinator Subject: City Council Agenda Management Process Update Date: August 5, 2019 Recommended Action: Staff recommends City Council accept and place on file the City Council agenda management process update. Livability Benefit: Innovation & Process: Support local government best practices and processes Summary: Currently, the City Council agenda packet is released on either the Thursday afternoon or Friday morning preceding the Monday evening City Council meeting. Staff is proposing an internal schedule change to allow the earlier publishing of the agenda packet on Wednesday afternoons effective September 23, 2019. Staff will make the best effort to adhere to the new schedule. However, occasionally urgent City business will necessitate the need to release the packet beyond the Wednesday goal. Staff anticipates this as the exception, not the norm. In the coming months, the City Council agenda management process will move away from Adobe (pdf) to the iCompass Agenda Management Online Software. The goal of this system is to streamline and standardize the agenda management process across all Boards, Committees and Commissions. This system will allow staff to automate the agenda building processes used to prepare, track and approve agenda items for the City Council packet with an earlier publishing date in mind. City staff began training “super-users” on the software and estimates all staff training to be completed by the end of August. Implementation will begin with City Council and Standing Committee meetings in 2019 and all Boards, Committees, and Commissions by early 2020. City Council members will be provided instructions and assistance on how to use the new system prior to implementation. Memorandum 405 of 445 For City Council Meeting of August 5, 2019 Item A27 Business of the City by Motion: City Council Agenda Management Process Update For Action: Accept and Place on File 406 of 445 407 of 445 408 of 445 409 of 445 410 of 445 411 of 445 412 of 445 413 of 445 414 of 445 415 of 445 416 of 445 417 of 445 418 of 445 419 of 445 420 of 445 421 of 445 422 of 445 423 of 445 424 of 445 425 of 445 426 of 445 427 of 445 428 of 445 429 of 445 430 of 445 431 of 445 432 of 445 433 of 445 434 of 445 For City Council Meeting of August 5, 2019 Item A29 Business of City by Motion: 2019 Mental Health Board and 2020 Update For Action: Accept and Place on File To: Members of the Human Services Committee From: Johanna Leonard, Community Development Director Sarah Flax, Housing and Grants Administrator Jessica Wingader, Grants & Compliance Specialist Subject: Summary of 2019 Mental Health Board Funding Allocations and Changes to 2020 Funding Application Process and Meeting Schedule Date: July 29, 2019 Recommended Action: Per the request by Alderman Fleming, staff is providing an update on programs receiving 2019 Mental Health Board (MHB) funding and changes in the MHB funding process for 2020. Funding Source: Funding is from the City’s Human Services Fund, with individual account numbers for each agency. Livability Benefits: Equity & Empowerment: Ensure equitable access to community assets, support quality human service programs, and support poverty prevention and alleviation. Education, Arts & Community: Support social and cultural diversity, promote a cohesive and connected community, provide quality education from cradle to career, and support older adults as they age in the community. Health & Safety: Improve emergency prevention and response, provide for access to fresh, healthful food, prevent and reduce violence Discussion: 2019 Mental Health Board Funding Allocations and Program Summaries 2019 Mental Health Board funding totaling $736,373 was awarded to 19 nonprofit agencies for 23 programs providing needed social services to Evanston residents; allocations range from $9,000 to $70,250. The attached table includes a description of each program/service, the MHB award amount, target number of unduplicated Evanston residents to be served in 2019, number served in the first quarter, and racial/ethnic Memorandum 435 of 445 demographics. Because of differences in the way participants are engaged and enrolled by program, there are substantial differences in the percent of total targeted that were served in Q1, so this information should not be used to compare programs. For example, scholarship programs tend to identify and enroll all clients in the first quarter based on available funding. Other programs, like those providing support services to residents of special needs housing, serve the same individuals throughout the year based on program capacity. Programs for school aged youth often have enrollment patterns that follow the school calendar, so Q1 participants enrolled in fall of 2018 are counted in January and a new cohort will be enrolled in fall 2019. Other programs accept clients throughout the year and more consistently report new clients each quarter. Changes to the MHB Allocation Process for 2020 The meeting schedule for the FY 2020 MHB and Community Development Block Grant (CDBG) funding allocation process was adjusted to provide the MHB and Housing and Community Development Act Committee (HCDA) the opportunity to review: 1) recommendations from the Social Services Core Committee to more effectively address City Council goals, including ensuring equity in the provision of those services and 2) the Community Needs Assessment that is underway to identify priorities for the City’s 2020-2024 Consolidated Plan that will guide the use of its CDBG, HOME Investment Partnerships, and Emergency Solutions Grants. The Community Needs Assessment Survey is currently open and will gather feedback from residents, business owners and services providers about Evanston’s housing, economic development and community needs that will be presented in September to MHB and HCDA to inform priorities for 2020 CDBG funding. The following changes have been reviewed and accepted by both HCDA and MHB: Letters Of Intent and applications, typically submitted in August, will be due in October for the 2020 CDBG and MHB funding cycle Application review meetings, typically held in July, will take place in November Allocation meeting for MHB, previously held in November, will take place in December Adopting the proposed meeting timeline changes enables more effective use of CDBG and MHB funds to address the needs of Evanston’s residents and City Council goals. The 2020 budget will be finalized in November, in advance of the MHB funding allocations on December 12, 2019. For 2020, funding applications will be assessed using an equity lens. Programs that address disparities in access to services based on institutionalized racial practices or who have been historically underserved will be prioritized for funding. City funds will increase equity since awarded programs will use City funds to expand program capacity and improve access to services for historically marginalized and underserved populations. 436 of 445 Background: The MHB and CDBG funding application and processes were combined in 2015 to provide more consistent, streamlined communication with agencies and allow staff to more effectively manage grant programs and better track outcomes. The Mental Health Board is responsible for funding external agencies that provide a broad range of services for at-risk residents who are unable to meet basic needs or access mainstream services without assistance. Services include, but are not limited to mental health. Prior to 2003, the City’s Human Services Committee was responsible for allocating funding to external agencies for a broad range of services to at-risk residents for basic needs that the City did not provide directly, including housing, food, child and senior care, and legal services. In 2003, this funding responsibility was combined with the MHB, which assumed responsibility for recommending funding allocations for a broad range of social services for at-risk residents, in addition to mental health and substance abuse programs. To better align 2020 funding priorities with City council goals, leaders of faith based organizations, City Human Services staff, and other community stakeholders participated in panel discussions at MHB meetings to identify needs of at-risk residents and barriers to accessing services. At the May meeting, Deputy City Manager Kimberly Richardson presented information about the work of the Social Services Core Committee (SSCC) to develop and equity lens to target the City’s Human Services resources to residents with greater needs in order to achieve more equitable outcomes. Following her presentation, the MHB developed its proposed funding priorities for 2020 to align with the 2019-2020 City Council goal to Ensure Equity in All City Operations. The Mental Health Board has developed the following funding priorities for 2020: Programs and services to promote the mental and behavioral health of residents throughout the lifespan Programs and services that address mental health and social inclusion for marginalized populations Trauma informed programs and services that support the social, emotional, and developmental needs of children and adolescents Programs and services that enhance mental and behavioral health by providing emergency or long term housing, case management, or nutritional services The Housing & Community Development Act Committee (HCDA) is responsible for allocating the federally funded Community Development Block Grant (CDBG); 15% of this award is used to support public service activities including: employment services, crime prevention, child care, education programs, health services, substance abuse prevention, fair housing counseling, services for seniors and services for homeless persons. 437 of 445 For City Council Meeting of August 5, 2019 Item A30 Business of City by Motion: Tenant-Based Rental Assistance Report For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Johanna Leonard, Community Development Director Sarah Flax, Housing and Grants Manager Savannah Clement, Housing Policy & Planning Analyst Subject: Tenant-Based Rental Assistance Program Report Date: July 29, 2019 Recommendation Action: Per the request by Alderman Braithwaite and Alderman Fleming, staff is providing information on the funding process and clients served in the City’s Tenant-Based Rental Assistance (TBRA) Program, administered by Connections for the Homeless. Funding Source: Funding is from the HOME Investment Partnerships Program (Account 240.21.5430.65535). Livability Benefits: Built Environment: Support housing affordability Equity & Empowerment: Ensure equitable access to community benefits, and support poverty prevention and alleviation Discussion: Tenant-Based Rental Assistance funded from the City’s HOME Investment Partnerships grant from HUD is one of the strategies to provide stable housing for extremely low- and low-income residents (under 50% of AMI) in the City’s 2014-2019 Consolidated Plan. Approximately half of the City’s annual HOME grant has been allocated for TBRA in each of the five Annual Action Plans for 2014 through 2019. Applications for TBRA funding, including supporting documents including agency financials, are submitted to Housing and Grants staff for review for HOME compliance and underwrite to establish capacity of the applying agency following HOME regulations. Staff prepares a memo with its recommendation for the Housing and Homelessness Commission (HHC) for its review; the HHC recommendation then goes to the Planning and Development Committee and City Council for approval, following the Citizen Participation Plan in the 2014-2019 Consolidated Plan. Memorandum 438 of 445 Connections current TBRA program has served 26 families, including 30 adults and 72 children between July 1, 2018 and July 1, 2019 and achieved the following outcomes: 10 families exited the program and 100% exited to a permanent home they were able to sustain 85% of families either started a job or maintained a job that pays a living wage throughout the year (22 of 26 families) 46% of families served last year increased their income (12 of 26 families) 98% of children served achieved strong academic outcomes and advanced to the next grade Background: The City first funded TBRA in 2013 with $500,000 to Connections for the Homeless to develop and implement the program. After developing policies and procedures in partnership with the City, Connections began housing families in 2014. Due to the ongoing affordable housing needs and the program’s success, the City renewed funding for the program in 2016, 2017, and 2018. With the $500,000 allocated in 2013, Connections was able to provide 24 months of utility and rental assistance to 22 families. Of the 22 families enrolled in the 2013 program, 18 graduated from the program and were able to achieve housing stability/self-sufficiency due to in an increase in an income or access to other affordable housing. Two families exited early due to moving from Evanston, and two families received an extension of rental assistance. In addition, Connections learned that one of the families from this cohort was able to remain on their lease in Evanston, and subsequently purchase a home in 2018. In both 2016 and 2017, Connections applied for $250,000 in renewal grants to continue the TBRA program and begin providing rental assistance to a new cohort of families each year. The $250,000 allocated in 2016 and 2017 provided two years of rental assistance to ten families each year. Connections reported the following outcomes for the 2016/2017 TBRA cohorts: 100% (45) of the TBRA children have stayed in their schools and passed to the next grade level Of the 19 TBRA adults, nine enrolled in school, one finished school, eleven were working full-time jobs and three were working part-time jobs Three households exited the program for various reasons (e.g. for a job opportunity of state, etc.), but the remaining households graduated from the program in 2018/19 Due to rapidly increasing rents in Evanston, Connections for the Homeless applied for a 300,000 renewal grant in 2018 to continue to serve the same number of families as prior years (approximately ten). Connections has applied for renewal of TBRA funding which 439 of 445 is on the HHC agenda for August 1, 2019. 440 of 445 For City Council Meeting of August 5, 2019 Item A31 Business of the City by Motion: Death Notification Process For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Ike C. Ogbo, Interim Director, Health and Human Services Subject: Death Notification Process of the Human Services Advocates Date: July 17, 2019 Recommended Action: Staff recommends that City Council accept this memorandum and place on file. Summary: The Human Service Advocates of the Health and Human Services Department are tasked with the responsibilities of notifying the next of kin of an unexpected death and provides emotional support for in-home hospice deaths in Evanston. The Advocates are informed by the Police or their supervisor when an unexpected death occurs . Information on the next of kin is provided by the Police. Death notifications to the next of kin who live in Evanston or in the Northshore area are done in person. If the next of kin is out-of-state, the Evanston Police will contact the Police Department of that state to deliver the notification of death. The Advocates will deliver a notification of death when the death occurred out-of-state to the next of kin who resides in Evanston or the Northshore area. If a next of kin is out of the country, the Advocate will call and notify them of the death. Whenever a next of kin cannot be located, the Advocates will notify the first available family member. For example, if a spouse cannot be located the advocate will try to locate any siblings or a parent. Once notification has been given, the Advocates will coordinate with the family on the best way to provide them with the support they require. For safety and to assure that the visit is viewed as a formal visit, a uniformed police officer accompanies the Advocate to deliver an in-person death notification. During an in-person notification the Advocates will first verify that the person is indeed the next of kin then provide them with any allowable information about the case. The Advocates will explain the next steps, court processes if applicable and information of the Medical Examiner. A few days after the death notification, the Advocates will check-in on the family for additional questions and provide additional support services if needed. Memorandum 441 of 445 For City Council Meeting of August 5, 2019 Item A32 Business of the City by Motion: Diversity and Inclusion Policy for City BCC’s For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Kimberly Richardson, Deputy City Manager Subject: Diversity and Inclusion Policy for City Boards, Committees and Commissions Date: August 5, 2019 Recommended Action: Staff seeks direction from City Council regarding the development of a diversity and inclusion policy for City Boards, Commissions and Committees. Livability Benefit: Innovation & Process: Support local government best practices and processes Memorandum 442 of 445 For City Council Meeting of August 5, 2019 Item A33 Business of City by Motion: Healthy Work Environment Complaint Process For Action: Accept and Place on File To: Honorable Members of the City Council From: Erika Storlie, Assistant City Manager/Director of Administrative Services Jennifer Lin, HR Division Manager Subject: Healthy Work Environment Complaints Date: July 31, 2019 Recommended Action: Staff recommends City Council accept and place on file the Healthy Work Environment Complaint Process Report. Summary: Ald. Fleming has requested information about the complaint process for employee complaints, including Healthy Work Environment (HWE) complaints. The employee complaint process is spelled out in Chapter VI, Section 5 of the City’s Personnel Manual (applicable section attached hereto). Any employee complaints are treated consistently with this process. Any employee who believes that another employee, agent, or vendor has violated any City policy may file a complaint with Human Resources (HR). HR then initiates an investigation, which includes reviewing documents and interviewing witnesses. After the investigation is completed, a report containing the result of the investigation, including any remedial or corrective recommendations, is sent to the City Manager. The City Manager is then responsible for following up with the respective Department Director to review the report and findings and take appropriate measures. Currently, all interviews take place with two HR staff present, and all interviews are documented accordingly. A suggestion has been made that HWE complaints be handled by an outside vendor instead of being investigated by HR. Staff does not recommend this for several reasons: Ineffectiveness. Because the City’s HWE Commitment prohibits unprofessional communications, some complaints are very broad in scope. Some complaints could include allegations of disrespectful tone, yelling, fingerpointing, or poor choice of words. On the other hand, some HWE complaints have a race or Memorandum 443 of 445 gender component that is hard to separate from the unprofessional communications. Employees oftentimes come into HR to complain about particular behavior, which then prompts a HWE investigation. If this then triggers the need to forward the investigation to an outside vendor, HR would need to stop the conversation and would not be able to provide any immediate recourse or assistance to the employee. Inefficiency. It is very natural and common for employees to report any issues or concerns they have to HR. HR staff regularly receive contact from employees who are expressing the need for some help or who are questioning something. It makes sense for HR to continue to investigate employee complaints because we are familiar with them, their workplace, their supervisors, their background, and their circumstances. HR has the ability to gather information quickly and efficiently. Interviews and meetings can be scheduled immediately; union representatives can be brought in right away, if necessary. Costly and time-consuming. Independent investigations are usually performed by law firms which charge an hourly rate for attorneys to conduct the interviews and review the evidence. As a result, independent investigations routinely result in thousands of dollars being spent. Moreover, independent investigations typically take several months to be completed. During these months, complainant employees are usually left without recourse and are stuck in the cog. Complainant employees have come into HR requesting updates or information, which HR cannot answer, and they leave with overwhelming frustration with the delay. Compromise of investigation. Most employees are comfortable with HR. In large part, most employees feel safer and heard talking to HR about issues they have with other employees. With outside investigators, employees have reported feeling intimidated about talking to strangers, particularly attorneys, about their personal experiences, especially if they feel embarrassed or humiliated. Because the employees are unknown to the outside investigators, the investigators oftentimes lack all the information and background to ask necessary follow-up questions to guarantee a well-rounded interview. Investigators will not know if there is previous history or discipline that is relevant to the investigation. Additionally, if employees feel intimidated or distrustful, they might not be as forthright or honest with information. Delays in the interview process might also result in facts being forgotten or confused; an employee’s recollection of events is usually clearer immediately after it happened. If weeks or months pass before an employee is interviewed, there is a larger chance of retaliation or intimidation, which might unduly influence the employee’s interview. All of these issues might jeopardize the integrity and thoroughness of the investigation. Previous accommodations. There have been instances where an employee has requested that an independent investigation be performed. Whenever this is requested, the City has granted the employee the accommodation for an outside investigation to be completed. This has been the exception, however, and most employees are comfortable with HR handling the investigation. 444 of 445 Lastly, there have been no complaints that HR is mishandling employee complaints. For all of these reasons, staff recommends that the current process for employee complaints remain the same. 445 of 445